Purchase Orders (Mobile) – eSUB Cloud 2.0

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 users 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 to allow field users to view, create, and edit POs and record material shipments to the jobsite.

To perform the actions described in this article, a user must have the Purchase Orders - View/Create/Edit, Edit Receiving Tab, and Share permissions. See Set Up User Permissions to view or update a User's permissions.

Use the links below to quickly jump to a topic:

View and Manage the PO Log
View PO Details
Create PO
Record a Shipment
- Attach Invoices and Order Slips
- Edit a Shipment Record
Edit a PO

View and Manage the PO Log

Select a project from the project list
Select Purchase Orders
Use the filter button and search bar options as desired to refine the list
Select a PO to view it

Log Features on Mobile

Search, sort, and filter the log

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

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

Email documents

Select the document to view it then select Email on the action button
Compose the email then select the Send button

See the Emailing Documents on Mobile article 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.

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.

General Tab

The General Tab establishes details of the PO such as the status, description, tax details, and vendor. A user is brought to the General Tab by default when viewing a PO.

Additional Info Tab

The Additional Info Tab provides billing, shipping, and delivery details. Select the Additional Info tab to view these details.

PO Lines Tab

The PO Lines Tab displays items ordered. Select the PO to reveal the line item details.

Receiving Tab

The Receiving Tab allows a user in the field to document a shipment's details such as the date, packing slip number, and images of the shipment. Select the receiving tab to view any documented shipments.

Media Tab

The Media tab displays any media that has been attached to the PO via the web interface. Select a media thumbnail to display a preview.

Files Tab

The Files tab displays a list of any files that were added via the web. This includes files such as PDFs, Microsoft Word, or Microsoft Excel Files. You may select a file to preview it.

Attachments are currently only able to be added to documents via the web, but they may be viewed on the mobile app.

Create a PO

Select the desired project from the list
Select Purchase Orders, then select the + Add action button
Swipe through each Tab (see below) and fill in the fields as desired
Select the checkmark when complete 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

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

Select the PO Lines Tab
Select + ADD PO LINE from the action button
Fill in the Item Description (required) and all other fields as necessary
1. The Unit drop down menu can be updated in your Company Settings
2. It is highly recommended to tie all costs to a cost code to maximize your use of the Job Cost Reports
Select the checkmark to save the PO Line

Repeat these steps to add in all necessary cost items

Media Tab

Snap photos and videos or upload them from your device library while creating documentation for your project from the field. You also have the ability to add text and freehand markups to images in the mobile app.

Record a Shipment

From the PO log:

Select a PO to view, then select the Receiving tab
From the Actions button, select Record Shipment
Select Date and choose the date for the shipment, then fill in other details as desired
Use the media icons to attach a photo or video if desired
Enter the received quantities of materials in the Received Today fields
- Select Fully Received or Receive All to mark the material(s) as received in full
Select the checkmark when finished

Attach Invoices and Order Slips

As shipments are received and recorded on the jobsite, field users can easily add photos and videos to document important details of each shipment such as order invoices, packing slips, shipment issues, and other items as needed. Use the media icons in the Receipt section while recording a shipment (see the above section) 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.

Edit a Shipment Record