How to Create an Itemized Purchase Order (PO) for a Project

Before You Start

Make sure you have:

• An existing project created in the system
• Relevant cost items (e.g. plumbing, electrical, etc.) set up in your project budget

Step 1: Open Your Project

1. Navigate to your project list
2. Select the project you want to create a PO for
3. Open the project

Step 2: Go to the Purchasing Section

From inside the project:

1. Locate the left-hand menu
2. Click on:
   Purchasing → PO, Work Orders, Bills, and Receipts

Step 3: Create a New Purchase Order

1. Click Create New
2. Select or create a vendor or subcontractor
3. (Optional) Add a description for the PO
4. (Optional) Attach any relevant files or documents

Step 4: Select Items for the PO

To create an itemized PO:

1. Review the list of available project cost items
2. Select the items you want to include in the PO
   • Example: Plumbing items such as:
     • Rough-in & installation
     • Toilet
     • Faucet
     • Sink
     • Bidet

💡 You do not need to use Advanced Settings for standard itemized POs, but you can use it to show/hide specific fields if needed.

Step 5: Save or Send the PO

You have two options:

• Save → Keeps the PO as draft (not sent)
• Save and Send → Sends directly to the vendor

You’ll also see the total value of the PO in the bottom-left corner before saving.

Step 6: Review the Purchase Order

After saving:

• The PO will appear with a status such as “Not Sent” or “Awaiting Approval”
• Each PO is assigned a unique order number (e.g. 0004, 0005, etc.)

To review:

1. Click on the PO
2. Select Preview to view:
   • Order number
   • Date
   • Prepared by
   • Itemized details

Step 7: Send the PO to the Vendor

You can send the PO:

• Immediately after creation, or
• Later from the PO screen

Once sent:

1. The vendor receives the PO
2. They can review, sign, and approve it

After approval:

• The status updates to Approved

Summary

Creating an itemized PO involves:

• Selecting a project
• Choosing a vendor
• Adding relevant cost items
• Saving or sending the PO for approval

This ensures clear communication with vendors and accurate cost tracking within your project.