The tool sends email on your behalf at specific moments. This page is a reference for what goes out, when, and to whom, plus the Safe Harbor Powerwall automation.
| Trigger | Goes to | Contains |
|---|---|---|
| Region batch generated | CED + the region's distribution list | One summary email with all PO PDFs attached |
| Single project generated | CED + the region's distribution list | That project's PO PDF |
| Add-on order created | CED + the region's distribution list | The add-on PO's PDF. The subject says ADD-ON PO Created and names the PO it follows |
| Scope mismatch (Finalize BOM, PO generation or PO update stopped) | The purchasing and operations alert list + the region's ROMs | What each record says about modules, microinverters or batteries, and the change-order fix |
| Scope check overridden | The same alert list + the region's ROMs | Who overrode it, the reason, and the differences |
| BOM changed modules or batteries on an open PO | The same alert list + the region's ROMs | Each item's BOM quantity next to the open PO's |
| Material return requested | Regional distribution list, requester CC'd | Project details, PO line items, NetSuite link |
| Commercial PO → vendor | The recipient you type (plus CC) | The PO PDF and a short cover message |
| Safe Harbor PW3 result | Purchasing | Order status + a screenshot if placed |
All PO emails come from the shared project mailbox, not your personal inbox.
You don't always want to notify CED, e.g. when you're just creating the PO in NetSuite. Two controls handle this:
The ⋮ menu on a Needs PO row, with Generate PO without emailing CED.
Three alerts tell purchasing, operations and the region's ROMs when a job's equipment doesn't line up. All three go to the same fixed alert list plus the ROMs for the project's region. None of them changes a PO by itself.
Scope mismatch: change order needed. Subject "Scope mismatch (<stage>) - Project <id>", where the stage is Finalize BOM, PO generation or PO update. Sent when the BOM, Sales Order or Sunrise design disagree on modules, microinverters or batteries and that step stopped. It goes out once per mismatch per project, not on every retry. The fix is a change order in the proposal tool (or a corrected BOM).
A scope mismatch email (placeholder data).
Scope check overridden. Subject "Scope check overridden (<stage>) - Project <id>". Sent when the admin pushes a held-back project through, with who did it and why (see 7. Admin & Configuration).
A scope override email (placeholder data).
BOM no longer matches the open PO. Subject "BOM changed modules or batteries on open PO <PO> - Project <id>". Sent when a designer re-finalizes a BOM that changes the module or battery quantities on a PO that is still open. Finalize does not change the PO: confirm with the vendor, then use UPDATE PO (see 3. Generating Purchase Orders).
A BOM vs open PO email (placeholder data).
Some POs include a Safe Harbor PW3 (Tesla Powerwall 3) item. When they do, the tool does extra work automatically: