Created Fillable Form - Shared via Email

Hello,

My company has created Fillable PDFs for a multitude of different applications internally.  The most common is a fillable Purchase Order template for our foremen in the field.  I personally created this form and sent it to all of my foremen.  Each foremen has an iPad with Adobe Reader installed.  Each foreman saved the PO template into Adobe Reader and is able to save / send the form when ordering materials, equipment, etc. from either our office or distributors.

The issue we are currently up against is some foremen are filling out and sending a new PO, on their end it shows it being the new PO, but once received it shows a past completed PO.

For example: On 10/20/25, a foreman filled out the template, which is saved in Adobe Reader, with a huge order for metal studs.  This completed form was sent to the distributor to put the order in, and the foreman saved it on his iPad.  On 1/9/26, the foreman then goes into Adobe Reader, fills out another PO with completely different information, and sends this PO to the same distributor.  However, the distributor received the old PO from 10/20/25.

In conclusion: My foreman did send the fillable form by sharing the document directly to the 'Mail app' on the iPad, not by 'sending a copy'.  I did a trial of 'sending a copy' and it did show up accurately in my email.  Is this a potential fix?  Is there anything else that can attribute to the old contents of the PO showing up?  Lastly - would it be best if the foreman created a copy of the Original Document before they filled out the form and sent it?  Then when a new form needs to be filled out, they create another copy of the Original Document?

Any information helps as this is becoming very mysterious and puzzling.

Thanks,

Kris