Purchase Orders let you order materials or services from a vendor or subcontractor, send them a professional PO, and track what you receive against your project budget. To create one, open the Purchase Orders page, click "New purchase order," add your items, choose who it is going to, then save and send.
Follow the written instructions below:
Creating a purchase order
- Select Purchase Orders from the Sidebar Navigation menu.
- Press the "New purchase order" button in the top right corner of the page.
- Choose how you would like to start your purchase order:
- From scratch – begin with a blank purchase order.
- From a project, lead or estimate – pull items in from existing work so they are tracked against that project's budget.
- From another purchase order – copy an existing purchase order as a starting point.
Choosing the recipient and project
At the top of the purchase order, set who the order is going to and (optionally) which project it belongs to:
- Click "Choose a vendor or subcontractor" and select the recipient. This is who the purchase order is issued to. You can also add a new vendor or subcontractor here.
- Click "Choose project" to link the purchase order to a project. Linking a project is what allows the items you receive to be tracked in that project's budget.
Adding items
- Click "Add items" below the item list.
- Choose where the items should come from:
- From a project, lead or estimate
- From a cost template
- New blank item
If you choose New blank item, fill in the item name, description, quantity, unit price, required date, and whether it is taxed, then press "Done." Repeat for each item you need to order.
Note: Items received on a purchase order that is not linked to a project will not be tracked in any budget. Link a project if you want the received amounts to appear in your job costing.
Adjusting the purchase order details
Click "Purchase order details" in the top right to fine-tune your purchase order. From this panel you can edit the PO number and date, terms, recipient and company display info, billing and destination (ship to) info, instructions, terms and conditions, attachments, and an authorized signature.
Saving and sending
- When your purchase order is ready, press "Save" or "Save and close."
- To send it, press "Send" (on the purchase order or from its card on the Purchase Orders page).
- Review the email – the recipient, subject, and message are filled in for you. Keep "Attach purchase order PDF" checked so a copy travels with the email, then press "Send email."
Tracking your purchase orders
Each purchase order moves through a status you can see at a glance on the Purchase Orders page: Draft before it is sent, Sent once it goes out, and Partial or Received as items arrive. Use Record actuals and Mark as received from a purchase order to log what came in, and Record a return if something goes back to the vendor.
Questions? Let's Chat.
support@projul.com
(844) 776-5853