If you wish to automatically Bcc someone on every email you send or specific emails, there is no simple way to do so in Outlook. You might expect to find such an option among Outlook rules, but unfortunately they only allow automating sending CC copies. Show
That was bad news. The good news is that we have the Auto BCC add-in for Outlook that makes up for Microsoft's omission :) How to set up a Bcc rule in OutlookSetting up a blind carbon copy rule with the Auto BCC add-in is very similar to creating a standard Outlook rule, so we'll be done in just a couple of minutes.
That was pretty easy and quick as promised, wasn't it? :) For more information, please see How to use Auto BCC for Outlook. How to always Bcc myself in OutlookThere may be several reasons why you may want to automatically BCC yourself every time you send a message in Outlook. For example, to keep copies of all the messages you sent from different accounts and devices in one place. In this case, the Always BCC Myself feature would come in really handy, and some email clients such as Gmail or Apple do provide it. In this regard, Microsoft Outlook has been left behind because no such option is available even in Outlook 365 and Outlook.com. As an alternative, you can configure an Outlook rule to copy each message from the Sent Items folder to your Inbox or some other folder of your choosing. Or you can use one of the following solutions. How to always BCC myself in Outlook using Quick StepsQuick Steps is an inbuilt feature Outlook 365 - 2013 that lets you perform a certain sequence of actions with a click. And here's how you can configure it to always BCC yourself:
How to use the Quick Step BCC rule: When sending a new email or replying to an existing one, press the assigned shortcut key to insert your email address in the Bcc field. For more information, see How to use Quick Steps in Outlook. Limitation: the biggest drawback of this approach is that BCCing yourself does not occur automatically. You need to press the Quick Step BCC shortcut keys every time before clicking the Send button. How to automatically BCC yourself in OutlookTo fully automate sending Bcc copies to yourself, make use of the Auto BCC add-in described in the previous section. The add-in lets you choose whether to Bcc yourself on all messages sent from all your accounts or only on those that meet the specified conditions. To BCC yourself on each and every message you send, select Apply the rule for all outgoing messages in all profiles and enter your own email address in the Bcc box.  To BCC yourself only on some messages, choose the Apply the rule only if a message meets certain conditions option, and then define the conditions you want. As an example, I created a rule to Bcc myself on messages sent from my personal account and containing the word "Important" in the subject: Standardizing the process of ordering within an organization requires documentation. Putting a procurement system in place controls costs and creates a paper trail for easier auditing. Obtaining a purchase order vs purchase requisition are both key processes in acquiring items a business needs to survive. Every buying policy and procedure is different, so it’s important to first understand these two systems and how they can streamline your operations. Purchase Requisition vs. Purchase Order: What’s the Difference?The main difference between a purchase requisition and a purchase order is that a purchase requisition is for getting internal permission to buy goods or services, whereas a purchase order is for actually purchasing the goods or services. These documents are created and approved internally within a company. Purchase requisitions are more interdepartmental forms that allow larger organizations to handle their accounting and finances better. The bigger the business, the more the need for a procurement process. You simply cannot track the flow without putting it on paper. What is a Purchase Requisition?A purchase requisition is an internal document created by your employee to request the purchasing of goods or services from an outside vendor. Once the document is approved by the department manager, finance department, and is three-way matched, the actual purchasing of goods or services can now happen with the use of a purchase order. Purchase Requisition WorkflowThe purchasing request forms are documents developed by the purchaser and submitted to the finance department. It’s a means of getting permission to start the procurement process with an outside vendor. You’re waiting for the “thumbs up” to buy goods or services needed to complete a job. You can’t go crazy with company cash. You need an approval process for validation purposes. This serves as the first step in creating an efficient audit trail with transparent records. It shows the IRS you care about keeping track of business finances. The purchasing department will only look at a purchase requisition form over a certain dollar amount. Every company differs, but the average cost is anything $5000 and over. Each requisition order requires certain information. Information on a Purchase Requisition Form
The more information the accounting department has, the more it facilitates the purchasing process. A good purchase requisition example would be when an employee needs equipment or ongoing services for their job. Less is more! Especially when it comes to paperwork. In the age of digitization, don’t get left behind with ancient audit trails. Automate the entire procurement and payables process now. GET THE FREE EBOOK Why Do You Need a Purchase Requisition?When a proposed purchase exceeds a certain amount, you want to document that for tax purposes. Every organization needs to buy things, but without a paper trail, the likelihood of fraud vastly increases. A business must maintain some form of control over their pocketbook. To prevent this, a procurement department serves an important role in the supply chain. They are a second set of eyes on the money going out. This is an essential strategy for small businesses where every penny counts. Sample Purchase Requisition FormWhat is a Purchase Order?This is the next step in a purchasing system. Once a requisition is approved, it is assigned a purchase order number and sent to the vendor. This external document initiates the sales transaction and is a binding contract for all parties involved. The purchase order system is designed for organized recordkeeping. The PO number that is assigned generally matches the requisition number, and they are filed together. Just like a purchase requisition, a PO requires certain information, like: • Name of the purchasing office • Items to be purchased • Payment terms • Invoicing instructions • Ship to address • Purchase order number Purchase orders serve as key documents in the entire accounting system and expedite recordkeeping. They help companies properly prepare for audits. You don’t want to be scrambling last-minute for a receipt from 10-months ago. Efficient processes save a business money. Purchase orders can also be requested for internal transactions. This happens when one department in a business wishes to purchase goods or services from another. In this case, an interdepartmental purchase order is required to track the exchange of goods and services. This can be particularly helpful for larger businesses that have departments with separate operating budgets. Why Do You Need a Purchase Order?A business should never be satisfied with a verbal commitment. There is a great amount of legal risk involved. Purchase orders put things on paper. When new posts are made, they help to avoid duplicate orders. This is particularly important as your business scales up. It will be harder to track purchases without an assigned number like a PO. Certain financial audits also require you turn in purchase orders. This serves as evidence a manager has approved a purchasing decision. It’s quicker and more efficient than digging through a drawer of receipts. It also keeps you from losing track of funds or complicating accounting practices. Purchase orders can help a company avoid surprise price increases. If a supplier changes its cost between the date of order and the date of delivery or invoice, a PO will clarify the original price. The vendor must hold to the contract since a PO is a legal document. This clears up any potential for miscommunication or misappropriated funds. The PO process will also keep your orders and invoices in check. It makes it easy to identify which products are coming in at any time and aids inventory management. If you have repeat orders, it helps to sort invoicing down the road. Sample Purchase Order FormThe Future of PurchasingAll of these exchanges and documents are mostly busywork. Especially when you consider the capabilities of modern e-procurement technology. Purchase order software can quickly automate and oversee the entire process. This means no more waiting for a signature on someone’s desk or a missing shipping receipt. When the purchasing process is digitized, no balls are dropped. Permissions can become instant and resources expedited. People focus more on driving business and less on menial tasks. What is the purpose of the blind copy of a purchase order?The purpose of the blind copy is to force the receiving clerk to count and inspect inventories to complete the receiving report. A blind copy of the purchase order would be used by the receiving clerk in order to record the quantity of goods received and to confirm the delivery with the supplier.
What is blind copy AIS?RECEIVE GOODS: Blind copy is a purchase order copy that contains no price or quantity information. The receiving report is a report that lists quantity and condition of the inventories received. The AP pending file is the file containing supporting documents needed to set up an account payable.
What form is sent to the supplier to order goods?A purchase order form (PO form) is needed whenever you want to purchase goods and services from a vendor. A purchase order form is used as an official record and contractual agreement of the business transaction between buyer and supplier, and outlines key information of the order.
Which department is responsible for the receipt of the goods from the vendor?ANS: The purchasing function receives the purchase requisitions and sorts them by vendor.
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