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Purchase orders

Finances6 min read

Purchase Orders are supplier-facing orders for materials, equipment, or subcontract. Site raises an order request; buying turns it into a PO, or you create New order on the job.

When to use this​

Use this when you are buying for a job and need lines, a supplier, approval, and receiving.

Do not use it as the customer quote. Do not use it as the supplier invoice: after delivery, record a bill.

Before you start​

  • Settings → Features has procurement on.
  • You can create or approve orders.
  • The supplier is a partner in Customers & trades.

Create or convert

Job finances → Purchase Orders → New order, or convert an approved order request from Construction or workspace Finances → Procurement → Order Requests.

Add lines, supplier, and required-by / delivery detail.

Approve and send

Submit. Approvers use the Approvals queue or the order itself. Then send to the supplier.

Receive

Record receipts against lines (Receive / save receipts). Workspace Finances → Procurement has Orders, Order Requests, and Plant on hire.

What done looks like​

  • The supplier has an order number they can fulfill.
  • Received quantities are on the PO.
  • A linked supplier bill can match those quantities. See Payables.

Common mistakes​

  • Raising a PO with no job, then hunting for it.
  • Receiving without quantities, which breaks bill matching.
  • Using a PO as the customer offer.