How to Create and Send a Lump-Sum Purchase Order (PO)

Before You Start

Make sure:

• Your project is in the Booked stage
• Relevant cost items exist in your project (e.g. HVAC, Electrical, etc.)

Step 1: Open Your Project

1. Navigate to your projects
2. Select a project in the Booked column
3. Open the project

Step 2: Go to the Purchasing Section

From inside the project:

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

Step 3: Create a New Purchase Order

1. Click Create New
2. Select an existing vendor/subcontractor or create a new one
3. (Optional) Add a description
4. (Optional) Attach any relevant files

Step 4: Enable Lump-Sum Pricing

1. Open Advanced Settings
2. Select Lump Sum
3. Exit Advanced Settings

This allows you to override itemized pricing with a single total value.

Step 5: Select Items and Set Lump-Sum Value

1. Choose the project items this PO applies to
   • Example: HVAC and Electrical
2. Enter the total lump-sum amount
   • This can differ from the calculated total (e.g. rounding, negotiated pricing, or discounts)

Step 6: Save or Send the PO

• Click Save to keep it as a draft
• Or Save and Send to send it immediately

Each PO is assigned a unique order number (e.g. 0004, 0005, etc.)

Step 7: Review the Purchase Order

1. Click on the PO
2. Select Preview

You’ll see:

• PO number
• Project details
• Selected items
• Lump-sum value

Step 8: Send to Vendor for Approval

Once sent:

• The vendor receives a link to review, sign, and approve the PO
• The status updates to Sent and then Approved after signing

Summary

A lump-sum PO allows you to:

• Group multiple project items under one total price
• Adjust pricing for negotiated or bundled work
• Simplify vendor agreements while still tracking scope