Purchase Orders & Receiving

Buy the equipment you contracted for: the worklist tells you what's still to order, the purchase order is a record you issue and track, and the receiving screen confirms what actually turned up.

Procurement Worklist

The worklist is the buyer's view of a job. Each contracted line carries three numbers — Contracted (what the customer bought), On order (what's on issued purchase orders), and Outstanding (the difference, which is what you still have to buy). Lines are grouped by Equipment Source, so everything you'd buy from one distributor sits together.

Open it from the bottom of Project Details — click Procurement Worklist. It's also one click from the purchase order list, via the Worklist button.

The rollup at the top is the whole job in one number — units still to order. Below it, each contracted line shows how much of it is covered.

A few things the columns are telling you:

• Contracted counts rooms. A line with a quantity of 2 that ships to 3 rooms reads 6. Hover the number to see the breakdown — 2 × 3 rooms.
• Draft orders don't count. A line sitting on a draft PO shows an on a draft pill, but nothing is on order until you issue the PO.
• Over-ordered means more is on order than the contract now calls for — usually a change order cut a line you'd already bought.
• Lines added by an approved change order carry a CO badge and are ordered exactly like any other line.
• Finished lines get out of the way. A line that's fully on order drops out of the list — tick Show fully ordered lines to bring it back.

The worklist stays empty until the project has an approved contract. Equipment on a draft estimate can still change, so it never reaches a vendor purchase order. Only base scope appears either — add-alt and archived rooms are left out, because purchase orders cover base scope only.

Creating a Purchase Order

1. Tick the lines you're buying. Tick the group header to take everything from one source.
2. Adjust Order qty on any row — it defaults to what's outstanding, and you can order less if you're splitting the buy.
3. Click Create PO from selected. You land on the new draft.

Two other routes out of the worklist: pick a draft from Add to an existing draft… and click Add to draft to pile more onto an order you haven't sent yet, or click New blank PO to start an empty one and fill it in by hand.

The Purchase Order Record

Purchase orders live under Actions > Sales Operations > Purchase Orders. The list shows PO number, vendor, status, value, and a Receiving chip reading Not received, Part received, or Received.

One purchase order: the Progress spine and the money on the left, the document and its lines as the main column.

The Progress spine on the left is the order's whole story. A green check is a finished stage, and the blue dot marks the one thing the order is still waiting on — each stage's own button lives in its row, so the next action is always beside the stage it completes. A fully received order reads All received with the date, and the dot moves on to the vendor's bill.

Once the order has been issued, each equipment line carries its own Received meter right on the lines table, and the receipts and shipment tracking sit at the bottom of the same card — what you ordered, what it costs, and what arrived, all in one place.

An order moves through four steps:

• Draft — nothing has gone to the vendor. Edit anything, add or remove lines, or delete the whole draft.
• Issued — you've sent it. Click Issue PO. It needs a vendor chosen and at least one line on it, so a blank PO can't go out empty. The checklist beside the document also warns — without blocking — when lines carry no cost, so a $0.00 order never goes out by accident. If you've requested internal approval on this order, Issue also waits for that to be signed — see Internal Approval below.
• Acknowledged — the vendor came back. Acknowledged by vendor records the date and, if they gave you one, a promised ship date.
• Closed or Cancelled — finished, or called off. A cancelled order stops counting as on order; a closed one keeps accepting cost records.

Ship to arrives pre-filled from the project's shipping address, falling back to your company address — check it rather than type it. Add Ship via, Ship by, Payment terms, FOB / freight terms, Requested by, and your terms and notes, then click Save details. Print renders the document from the record — a draft prints with a DRAFT watermark and a cancelled one with VOID, so a working copy can never be mistaken for the real order. Identical parts at the same cost merge into one printed row with the quantity summed: the vendor reads the part they're shipping, not your room-by-room split.

Issuing an order doesn't freeze it. Ship-to, terms, notes, and the lines themselves stay editable right through Issued and Acknowledged, so you can correct a delivery address or add a line the vendor agreed to over the phone. Only closing or cancelling makes the document final.

PO Numbers

Type the number in the PO number field. Numbers are unique across your whole company — one PO-1001, not one per project — so a number already in use is refused and names the order that has it.

Leaving it blank is fine. Plenty of buyers issue an order before their accounting system hands out a number, so a blank number is allowed at issue and can be filled in once afterwards — then it locks. The vendor locks earlier and unconditionally: the moment an order leaves Draft it's committed to whoever you sent it to, number or no number.

Lines You Type Yourself

Click Add line on a draft to put something on the order that isn't on the contract — freight, a service charge, a spare, or a replacement for a unit that arrived damaged. Pick a Kind of Equipment, Freight, or Other / service.

A hand-typed equipment line behaves like any other on the order: it appears on the receiving screen and counts in this PO's receiving rollup. Two things it can't do, both for the same reason — there's no contracted line behind it. It never counts on the worklist, so buying a spare doesn't make a room look covered; and it offers no Add serials, because serials hang off a contracted line's units and a spare has none.

Internal Approval

Some orders need a sign-off inside your own company before they go to the vendor. It's entirely optional — a purchase order nobody was ever asked to approve issues exactly as it always has.

Requesting approval needs a saved PO number, a vendor, and at least one line — a Cancelled order refuses. Open the Internal approval card at the bottom of the page, optionally type the approver's name and title, and click Add approver. That freezes the document exactly as it stands right now — the round the approver signs, not whatever the page shows later — and gives you a link, good for 7 days, to send them yourself.

Click Add approver again to bring in a second signer while the first is still awaiting, or after the round has already been approved and the order hasn't changed since — they join that same round, sign the same frozen document, and share one certificate. Joining stops once the round has been approved: edit anything on the order after that — a line, a cost, ship-to, terms — and the approval is marked Superseded, so the next approver gets a fresh round on the new document. While an approver still has it out, a second approver joins that same frozen sheet even if you've edited the order since — the sheet in someone's hands is never swapped underneath them — and the card tells you so, right above the button.

Each approver's row shows what they're doing: Awaiting until they answer, Approved with their name and the date once they sign, or Declined if they refuse. Click Withdraw on a row that's still awaiting to pull the request back. The approver's own page shows the frozen document with a sign panel — their name, title, and the sentence "I approve this purchase order on behalf of the company." — or, if the round was declined, a banner saying so in place of the form.

Once you've requested approval, Issue PO waits for the round to be approved and current, and the checklist's Internal approval row only turns green then. Withdraw every outstanding request before anyone has signed or declined it and the requirement lifts — Issue works again, the same as if approval had never been requested. A decline doesn't clear that way: it takes a fresh Add approver to open a new round. Nothing else on the order is gated — editing, receiving, and cost recording all work the same whether a round is open or not.

A round's signers print in the Authorized Signature box on the printed PO once that round is approved — the names and dates stay there even if the order is edited afterward, with a note underneath giving the amount and date they actually approved. A round that's still awaiting an approver, was declined, or was withdrawn before anyone signed prints the same blank line the document has always had. Vendor Acceptance stays blank either way — the vendor never signs inside the app. A Signed PDF link appears on the card once the round is approved, and earlier rounds collapse under Show earlier rounds, each one naming how it ended.

Committed and Invoiced

Each line carries two costs, and they never overwrite each other:

• Committed — what you offered the vendor. This is the cost that prints on the PO document.
• Invoiced — what the vendor finally billed.

Click Record in the Invoiced column, enter the unit cost, and put the vendor's reference in Invoice #. The reference and its date sit in their own column beside the amount, and the button turns into a green Recorded check — click it again to correct the number. Each cost keeps its own value, date, and reference, so months later you can still see what you offered against what you paid.

Two honest readouts to know about: a line whose committed cost was never entered shows a dash, not $0.00 — the document genuinely carries no cost for it. And when invoiced costs run past what the document committed, the Value card says by how much, with an OVER line under the totals.

Excluding a Line

Some contracted equipment is never bought from a vendor. Click Exclude on the row, pick Self-performed or Owner furnished (or type your own reason), and confirm. The line drops out of outstanding and the reason stays visible on the row.

Click Restore to put it back. Nothing is lost by excluding a line — it's a scope decision, not a deletion.

Receiving

Receiving is built for the person standing at the dock with a phone. Go to Actions > Sales Operations > Receiving for one job, or open /receiving directly to see everything expected across all your jobs.

One card per order still expecting goods, every line ready to record — the big number on each line is how many are still to come.

Every line opens ready to record: the arrived count is pre-filled with what's still to come, so a complete delivery is one tap of Record what arrived. When a delivery is short or wrong, change the count on that line — a reason is asked for only on the lines whose count differs — Short, Damaged, Wrong item, or Extra — so a mixed delivery doesn't make you annotate the lines that were fine. Add a note per line and a "where did it go?" note for the whole delivery.

Receiving more than was outstanding is allowed — an extra unit gets recorded as extra stock rather than rejected. What you can't record is a delivery where nothing arrived; if none of it turned up, leave the order open.

Serial Numbers

After a delivery is recorded, every line that came from the worklist offers Add serials. The serials you type go onto the project's units — the same place the equipment list and the rack elevation read them from, so a serial captured at the dock is the serial the engineer sees later. The same button sits on each of the purchase order's own lines, labeled with the room its serials land on, and carries a small dot: grey while received units are still missing serials, green once every received unit has one.

Delivered vs. Received

These are two different facts and the app keeps them apart. When you log a shipment, pick the order it belongs to in the Purchase Order dropdown on the shipment form. The carrier's status then shows on the purchase order — including Delivered, before anyone has opened a box.

Change Orders and Voids

An approved change order can start the buying itself. Its Create purchase order button — on the change order's own progress spine — drafts an order pre-loaded with everything the CO put on the worklist that's still outstanding, at the project's costs. Goods already on order never double-order, and if everything the CO touched is already covered you get a note instead of an empty draft.

A live purchase order protects the lines it's buying. Approve a change order that removes a line an open PO still orders, and the app refuses, names the order, and tells you what clears it: cancel an order that has taken no delivery, or close one that has. Voiding a change order works the same way when the lines it added are sitting on a live order.

Voiding a contract approval is stricter, because it erases every contracted line at once. Only a cancelled order lets it through — closing does not help. If an order has already taken delivery it can't be cancelled, and the refusal will tell you the approval can no longer be voided.

See Change Orders and Voiding & Re-approving.

Projects Started Before This Feature

Older projects tracked ordering by typing a PO number and a quote reference onto each equipment line. That text is still there: it shows on the worklist under the description, reading something like PO 1234 · Quote Q-9. Hover it and the app tells you it was recorded before purchase orders existed, and doesn't count against coverage.