Automate Purchase Order Generation Using Pabbly Connect with Google Sheets and Google Docs

Learn how to automate purchase order generation using Pabbly Connect with Google Sheets and Google Docs in this step-by-step tutorial. This comprehensive guide reveals exactly how to connect your applications and automate repetitive tasks — accessible for professionals of all technical backgrounds.

Watch Step By Step Video Tutorial Below

1. Accessing Pabbly Connect for Automation

To automate purchase order generation, you first need to access Pabbly Connect. Start by visiting the Pabbly Connect homepage and sign in or create a new account. Once logged in, you will be directed to the dashboard where you can create and manage your workflows.

After signing in, click on the ‘Create Workflow’ button. This will prompt you to name your workflow. In this case, name it ‘Automate Purchase Order Generation Using Google Sheets and Google Docs’. Select the folder where you want to save this workflow and click on the ‘Create’ button to initiate the process.

2. Setting Up Google Sheets as Trigger in Pabbly Connect

In this section, we will set up Google Sheets as the trigger application in Pabbly Connect. Select Google Sheets from the available applications and choose the trigger event as ‘New or Updated Spreadsheet Row’. This will ensure that the workflow is triggered whenever a new row is added to your Google Sheets.

• Select the Google Sheets account connected to Pabbly Connect.
• Choose the specific spreadsheet you want to monitor.
• Copy the webhook URL provided by Pabbly Connect for integration.

Next, navigate to your Google Sheets, go to Extensions, and find the Pabbly Connect Webhook add-on. Paste the copied webhook URL into the initial setup section. Set the trigger column to the status column (for example, column O) to ensure that the workflow only triggers when the status is marked as approved.

3. Filtering Conditions for Purchase Orders

After setting up the trigger, you need to apply a filter condition in Pabbly Connect. This ensures that purchase orders are only generated when the status in Google Sheets is set to approved. Use the Filter application in Pabbly Connect and set the condition to check if the status equals ‘Approved’.

• Select the status field from the previous Google Sheets response.
• Set the filter type to ‘Equal to’ and enter ‘Approved’ as the value.

Once the filter is set, test the condition to ensure it is working correctly. If the condition is met, the workflow will proceed to the next steps, ensuring that only approved orders trigger the document creation process.

4. Calculating Total Amounts Using Code by Pabbly

To calculate the total amount for the purchase order, you will utilize the Code by Pabbly feature. This allows you to perform calculations directly within your workflow. First, format the quantity and unit price to convert them into comma-separated values for easier calculation. using Pabbly Connect

After formatting, add a new action step and select Code by Pabbly. Choose the ‘Run JavaScript’ action event and input the JavaScript code to multiply the quantity by the unit price for each item. This will yield the total per unit price for each product in the order.

Next, you will need to sum these total amounts to get the overall order total. Add another action step to run JavaScript again, this time summing the total per unit prices calculated earlier. This automation will ensure that you do not have to manually calculate totals each time a new order is placed.

5. Creating Purchase Orders in Google Docs

Finally, connect Google Docs to Pabbly Connect to create the purchase order document. Select Google Docs as the action application and choose the ‘Create Document from Template’ action event. This allows you to use a pre-defined template for your purchase orders.

Map the necessary fields from the previous steps, such as order number, date, company details, product names, quantities, and total amounts. Once all fields are mapped, click ‘Save and Send Test Request’ to create the document. You will receive a confirmation that the document has been successfully created in Google Docs.

Now, whenever a new row is added to your Google Sheets with the status marked as approved, a purchase order will be automatically generated in Google Docs, streamlining your operations.

Conclusion

This tutorial demonstrates how to automate purchase order generation using Pabbly Connect, Google Sheets, and Google Docs. By following these steps, you can efficiently manage your purchase orders without manual intervention, saving time and reducing errors.