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Purchase Orders

Angie Stockton
  • Updated

User Personas: Project Management | Field 

Purchase Orders (POs) in eSUB Fusion are used to authorize purchase transactions between a buyer and vendor. The PO tool is robust yet flexible and allows users to track material commitments, vendor correspondence, PO statuses, shipments, and invoice totals against the materials ordered as items are received.

To perform the actions described in this article, a user must have the Purchase Orders - General Permissions, Edit Receiving Tab, Share, Change Status to Complete, and Change Status to Void permissions.

Use the links below to quickly jump to a topic:

 

View and Manage the PO Log

  1. Select Projects on the global navigation menu, then select the desired project from the list
  2. Select Purchase Orders from the slide out menu
  3. Use the sort and filter icons on the log to refine the list
  4. Select a PO to view it

 

Log Features

Search, Sort, and Filter the Log

  • Use the Search bar at the top of the page to enter your search criteria
  • For pages that appear as tables, use the filter buttons on the header to make your desired sorting/filtering selections
  • For pages that appear as card lists, use the filter button that appears above the card list (next to the Search bar) to make your desired sorting/filtering selections

See the Navigating through the eSUB Fusion Interface article for more guidance.

Download Documents

  1. Select the 3-dot menu in line with the applicable document from the log page, then select View PDF
  2. Select the desired sections and/or attachments to include in the PDF (if applicable) then select Done
  3. If the preview is acceptable, select Download, or select Configure and repeat step 2

See the Document Downloads and Exports article for more guidance.

Export Document Logs

To be able to save your records or for analysis, you can export document logs into CSV. 

blobid0.png Filtering first will save time and make your export cleaner.

Select the Action button and select Export Log. The log file will download into CSV format.

See the Document Downloads and Exports article for more guidance.

Email Documents

  1. Select the 3-dot menu from the log page, then select Email
  2. Compose the email, then select Send

See the Emailing Documents article for more guidance.

blobid0.png Use the three-dot menu on a document from the log page to quickly access actions for the document, such as Revise or Email.

 

Document Statuses, Due Dates, and Flags

Documents with an approval process or of a time-sensitive nature have additional features displayed on the log page so that the most pertinent information is available at-a-glance.

Document Statuses

The Status represents the document’s current state. Status options vary by document type.

Due Dates

Documents of a time-sensitive nature may display a due date. Depending on the document type, the due date may represent a date that is pertinent to an internal or an external stakeholder on the project team.

Flags

Some documents can be flagged for urgency while creating or editing the document. Flagging serves as a visual indicator of importance to the user viewing the document log.

Flags are not currently available on the mobile app.

 

Create a Request for Pricing

A Request for Pricing (RFP) can be created by selecting "Request for Pricing" in the Type field on the PO form. An RFP may be changed to a PO by updating the Type field to "Purchase Order".

While creating or editing a PO:

  1. Select the General Info tab
  2. Select the Type field and choose Request for Pricing
  3. Select Save
How to make a PO into an RFP

 

Create PO

  1. Select Projects on the global navigation menu, then select the desired project from the list
  2. Select Purchase Orders from the slide out menu, then select Add Purchase Order on the action button
  3. Fill in the fields as desired (See below)
  4. Select Save when finished

 

PO Features

General Info

Use the fields in the top section of the General Info tab to establish base details of the PO such as the status, description, tax details, and vendor. Only contacts with AP Vendor checked will be visible as a vendor option on a PO. See the Add Vendors section below for more guidance. If the No. field is left blank, the PO number will be generated automatically. The auto-generated PO number is based on the settings configured under the Company Settings page.

Billing and Shipping Info

Select the desired billing and shipping details for the PO. The address information of your selected billing and shipping contacts will automatically appear on the form, but you may also populate the fields with your company’s address(for billing) or the project’s address(for shipping). The address information for your contacts and projects may be configured via the Contacts log and the Project Info page, respectively. To update your company address, please contact eSUB Support.

Buyer and Vendor Notes

Enter notes to appear in the PO PDF export.

Attachments

Files, media, and other supporting documentation can be attached or linked to a document. Some attachments may be included when generating a PDF of the document, if desired.

Internal Notes

Use this section to record any internal notes related to the document. This section does not print out on any PDF export and is only viewable to other users in your company with the appropriate project access and document viewing permissions.

Revisions

Revisions allow you to make corrections or updates to the document while also keeping a record of the previous versions. Document revisions will have R1, R2, R3, etc. appended to the document number field so that they can be easily identified. Older document revisions are uneditable, but they can still be emailed or downloaded as PDF.

blobid0.png Use the Show latest revision only filtering option to hide old revisions from the log.

 

Activity Log

The Activity Log tab displays a timeline of activity related to the document such as the email activity.

To see the Activity Log tab, a user must have the Mailbox - General Permissions permission.

 

PO Lines Tab Features

The top section of the PO Lines tab contains a static input form that enables you to create line items for the PO. Selecting the + Add PO Line button will commit the line item to the PO.

Item Details

Enter the item number and description.

Cost Code Category and Number

Select the desired cost code category to attribute to the line item and then select the desired cost code. The cost code category will default to Materials, but can be changed as desired. Once a cost code category is selected, only the available cost codes for that category will be displayed. 


Cost codes that are enabled on the project will be displayed. Project cost codes and their cost categories can be configured under the Cost Codes page in Project Settings.

Item Prices

Enter the List Price for the item and the QTY Ordered to calculate the line item's total cost. The Per value is representative of the units per list price, is optional, and does not affect the cost calculation. If Tax Exempt is unchecked, then the line item tax will be calculated based on the tax rate value entered on the General Info tab of the PO.

Unit of Measure

Select the Unit of Measure for the line item if desired. The available Units of Measure options are configured under Company Settings.

Release Date

Enter the release date for the item if needed.

Delete Line Items

Once a line item is committed to the PO, it can be deleted by selecting the Delete icon on the line item.

 

Receiving Tab Features

Selecting the Add Shipment button at the top of the PO will produce a shipment record input form on the Receiving tab to document material shipments for the PO.

Shipment Details

Use the fields to document the shipment details such as the date and invoice information. Add comments or an attachment to associate with the shipment record if desired.

Material Line Items

The line items for ordered materials on the PO appear on each shipment record and allow you to track the received quantities or the backorder status of the materials.

Delete Shipments

Once a shipment record is added to the PO, it can be deleted by selecting the Delete icon on the shipment record.

 

Tracking Material Purchases and Other Expenses

The PO tool is primarily used for tracking purchases of materials, but it can also be used to enter expenses of other types to reflect against the project budget. These expenses appear as committed costs in job cost reports. When creating line items on the PO Lines tab of the PO, use the Cost Code field to make a selection under the cost category that best correlates with the expense.

While creating or editing a PO:

  1. Select the PO Lines tab
  2. Use the input fields at the top of the page to create the line item, then select Add PO Line to commit the line item to the PO
    • Repeat as needed to commit additional line items to the PO
  3. Select Save when finished
How to create line items on a PO
Create

 

Record Material Shipments

While creating or editing a PO:

  1. Select the Receiving tab
  2. Select Add Shipment
  3. Select the Shipment 3-Dot menu (︙), then Edit to fill in the fields as needed and select Continue
    • Repeat as necessary to document additional shipments
  4. Select Save when finished

 

Set Up Receiving Tab Permissions

It is possible to grant a user permission to record PO shipments, without allowing them to create or manage POs beyond this capacity. The Purchase Orders - Edit Receiving Tab permission is especially useful for field users that just need the ability to record material shipments to the job site (Be sure to give the user the Purchase Order - View permission as well for this).

An admin can enable both permissions for the user’s Permission Group under the User Administration menu. See the Set Up User Permissions article for more guidance.

 

Attach Invoices and Order Slips

Files and photos related to a shipment have the ability to be attached to shipment cards on the Receiving tab of a PO. This differs from simply attaching files or media to a document as a whole because the files are associated with a specific shipment record on the PO.

While creating or editing a PO:

  1. Select the Receiving tab
    1. For an existing shipment select the 3-Dot menu (︙) > Edit
    2. For a new shipment select Add Shipment > 3-Dot menu (︙) > Edit 
  2. Select Add Attachment on the desired shipment record and upload the attachment
  3. Select Continue then Save when finished

Add Vendors

To add a contact as a vendor, you must select the AP Vendor checkbox. This is required if you are using POs.  A user with the appropriate permissions can create or edit contacts. See the Create and Manage Contacts article for more guidance.

  1. Select Resources from the global navigation menu to access the Contacts log
    • If the vendor contact already exists: Select the contact to view it then select Edit
    • If the vendor contact does not exist: Select Add Contact on the action button
  2. Select the AP Vendor field for the contact and fill in any other fields as needed
  3. Select Save
An example of the AP Vendor field on the Edit Contact page

 

Manage POs

Revise PO

From the PO Log:

  1. Select a PO to view, then select Revise
  2. Make corrections as desired
  3. Select Save when finished

Edit PO

From the PO Log:

  1. Select a PO to view, then select Edit
  2. Make changes as desired
  3. Select Save when finished

 

Copy PO

When copying a PO, the following information is carried over:

  • Type
  • Description
  • Vendor
  • Sales Tax Rate
  • Shipping & Handling
  • Deposit Amount
  • Billing Info section
  • Shipping Info section (Except for Delivery Date and Time)
  • PO Lines tab (Except for Release Date)

From the PO Log:

  1. Select a PO to view, then select Copy

 

Void PO*

From the PO Log:

  1. Select a PO to view, then select Edit
  2. Select the Status field and choose Void
  3. Select Save when finished

*IMPORTANT: POs cannot be deleted. If a PO is no longer needed, change the PO status to Void. Void PO dollar values do not pull into the Job Cost Report. 

 

Export PO Log

The Purchase Orders log can be exported as an CSV file and includes the info displayed in the General Info tab.

From the Purchase Orders Log in either the Global or Project View:

  1. Select Actions then Export log
    • The file will be downloaded to your default downloads folder

PO Export.png

PO Settings

Project-specific Purchase Order settings can be toggled by a project manager or administrator.

See the Project Settings article for more guidance.

 

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