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What's new: the September 2026 release. Market Area logos on generated PDFs, plus fixes across Progress Billing, Purchase Orders, Scheduling, and the mobile app. August brought Scheduling, Market Areas, and Users and Crew Members.

September release notes August release notes

Purchase Orders (Mobile)

  • Updated

User Personas: Project Manager | Field User

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 you to track material commitments, vendor correspondence, PO statuses, shipments, and invoice totals against the materials ordered as items are received.

POs on mobile are optimized so field users can view, create, and edit POs and record material shipments to the jobsite.

To perform the actions in this article, you need the Purchase Orders - View/Create/Edit, Edit Receiving Tab, and Share permissions. See Set Up User Permissions, or contact an Admin user to adjust your permissions.

This article covers the mobile component of Purchase Orders. For the web component and additional details, see: Purchase Orders.

Use the links below to jump to a topic:

View and Manage the PO Log

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The Purchase Orders tool from the Project’s Home Screen.

 

  
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Viewing the PO Log featuring search, sort, and filter options and summary information for each PO.
  
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The General tab list includes details of the PO.

 

From the Project Home Screen:

  1. Select a project from the project list, then select Purchase Orders
  2. Use the search bar and the filter button to refine the list
  3. Select a PO to view its details, such as the status, date, PO total, and description

A new PO starts in the Open status. The statuses can be updated as shipments are recorded against its lines (e.g. Partial Shipment, Received in Full, etc.)
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Search, sort, and filter options on the Purchase Order Log.

Log Features on Mobile

Search, sort, and filter the log

  1. Use the search bar at the top of the page to enter your search criteria
  2. Use the filter button next to the search bar to configure filtering and sorting for the current page

See Navigating Through the eSUB Fusion Interface on Mobile for more guidance.
 


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.

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. Revisions to POs can only be made in the web interface.

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 Use the Show Latest Revision Only filter option to hide old revisions from the log.

View PO Details

See the sections below for additional information on the various features of the PO document.

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The General tab list includes details of the PO.
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The Additional tab of a the PO.

 

General Tab

The General tab establishes details of the PO such as the status, description, tax details, and vendor. You are brought to the General tab by default when viewing a PO.

Additional Info Tab

The Additional tab provides billing, shipping, and delivery details.
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The PO Lines tab lists each line item with quantity, unit, and received count.

 
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Received counts update on the PO Lines tab as shipments are recorded in the Receiving tab.

 

PO Lines Tab

The PO Lines tab displays the items ordered. Select a line to reveal its details. The RCV count on each line updates as shipments are recorded against it.

Receiving Tab

The Receiving tab lists each recorded shipment with details such as the date, packing slip number, invoice details, and images of the shipment.

Media Tab

The Media tab displays any media that has been attached to the PO. Select a media thumbnail to display a preview.
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 Attachments (e.g. PDF files) are currently only able to be added to documents via the web, but they may be viewed on the mobile app.
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The Files tab of a purchase order.

Files Tab

The Files tab displays a list of any files that were added via the web, such as PDFs or Microsoft Word and Excel files. Attachments such as PDFs can only be added to documents via the web, but they may be viewed on the mobile app in your device’s native PDF viewer.

Create a PO

  1. Select the desired project from the list
  2. Select Purchase Orders, then select + ADD
  3. Swipe through each tab (see below) and fill in the fields as desired
  4. Select the checkmark to save the PO

General Tab

Use the fields 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. A vendor must be added on the web. See the Create and Manage Contacts article for more details.

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 via the web.

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.

Additional Info Tab

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 on the web via the Contacts log and the Project Info page, respectively. To update your company address, please contact eSUB Support.

PO Lines Tab

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Add a line item to the purchase order.

 
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A purchase order line item.

 

Creating a PO line is how you track costs and assign them to a specific cost code. To create a PO line:

  1. Select the PO Lines tab
  2. Select + ADD PO Line from the actions button
  3. Fill in the Item Description (required) and all other fields as necessary
  4. Select the checkmark to save the PO line

Repeat these steps to add in all necessary cost items.
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Select a category for the line item.

 
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Select a unit of measure for the line item.

 
The Unit drop-down menu can be updated in your Company Settings. 
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 It is highly recommended to tie all costs to a cost code to maximize your use of the Job Cost Reports. Select a Category before choosing a cost code.

Media Tab

Snap photos and videos or upload them from your device library while creating documentation for your project from the field. You can also add text and freehand markups to images in the mobile app. See the Document Media & Attachments on Mobile article for more guidance.

Record a Shipment

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The Receiving tab lists each recorded shipment with its packing slip and invoice details.

 

  
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The Receiving Actions menu showing options to Edit, Email, and recording shipments.

 

  
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Recording a new shipment against PO Lines.

 

From the PO log:

  1. Select a PO to view, then select the Receiving tab
  2. From the actions button, select Record Shipment
  3. Select Date and choose the date for the shipment, then fill in other details such as the packing slip number, invoice number, and comments or attaching any invoices/receipts/order slips.
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Set the date the shipment was received.

 
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Enter the quantity received today for each line item.

 
  1. Enter the received quantities of materials in the Received Today fields
  2. Check the Fully Received button on a line to indicate that the PO line is received in full, or check Receive All to mark every line as fully received
  3. Select the checkmark to save the shipment record
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Mark every line item fully received with Receive All.
 The Fully Received and Receive All buttons are manual. Checking them is how you indicate a PO line is received in full; they are not checked automatically when quantities are entered.

Attach Invoices and Order Slips

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Attach a receipt or packing slip to the shipment.

 
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Select a photo of the receipt from your device.

 

As shipments are received and recorded on the jobsite, you can add photos and videos to document important details of each shipment such as order invoices, packing slips, and shipment issues. Use the media icons in the Receipt section while recording a shipment to add media to the shipment record.

For information on the different media icons and their usage, see the Document Media & Attachments on Mobile article.
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View a shipment’s attached receipt from the RECEIVING tab.

Edit a Shipment Record

From the PO log:

  1. Select a PO to view, then select the Receiving tab
  2. Select the shipment you wish to edit and make changes as desired
  3. Select the checkmark to save

Select the Attachment link on a shipment to view its attached receipt or packing slip. PDFs can only be added from the web, but other media such as pictures can be added from your mobile device.

Edit a PO

  1. Select the desired project from the list
  2. Select Purchase Orders, then select the desired PO
  3. Select the Actions button and then select Edit
  4. Swipe through each tab and update the fields as desired
    • Note: to add or edit a shipment, first go to the Receiving tab after you select the PO. From there you can select a shipment to edit or add a new shipment record from the actions button.
  5. Select the checkmark to save the PO

Email a PO

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Choose recipients, modify the subject and indicate any items to include in the PDF  when emailing a purchase order.

 
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Adding additional comments using your devices native talk-to-text feature.

 

From the PO log:

  1. Select the desired PO, then select Email on the actions button
  2. Fill in the To, CC, BCC, Subject, and Additional Comments fields as necessary
  3. Select which images and files to include
  4. Select the send button
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 Your device’s native talk-to-text can be used to populate any text field in eSUB Fusion.
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Choose what to include with the emailed purchase order.
 Use the Include in PDF options to control what appears in the emailed PDF, including whether dollar amounts and/or line notes are shown.
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 Sending an RFP? Uncheck the dollar amounts option so pricing is not shared, and if the RFP is going to multiple vendors, address them in the BCC field.

Frequently Asked Questions

To view FAQs related to Purchase Orders and all other tools, see Frequently Asked Questions (FAQ).

See also: Navigating Through the eSUB Fusion Interface on Mobile

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