Tracking Field Purchases with a Purchase Order

User Personas: Admin | Project Management | Field

There are two methods that can be utilized to track purchases of small tools, consumables, and expendables in the field using eSUB's Purchase Order (PO) tool. Usage of the methods below depend on your company's preferred workflows and your field user's permissions.

1. POs can be created and managed by all users with applicable permissions conveniently from the eSUB mobile app. This includes entering PO Lines, list prices, cost codes, as well as receiving shipments toward the PO.
   More information and detailed steps review the help article: Purchase Orders (Mobile)
2. Pre-populated POs, without initial PO Lines, can be created by a user with the proper permissions so field users can use eSUB's mobile app to attach receipts for purchases in the field. This workflow is preferred if you would not want field users to have access to creating and job costing POs. The steps below will walk you through this workflow.

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.

Create a Pre-Populated Purchase Order 

User Personas: Project Management

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.

For more information on creating a Purchase Order, see: Purchase Orders

To create a pre-populated 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, ensuring that a Vendor, whether specific or generic, is entered. Note: it is not required to create a PO Line to begin tracking your receipts and small purchases. 
4. Select Save

Adding Receipts & Invoices

User Personas: Field 

To perform the actions described in this section, a user must have the Purchase Orders - View/Edit, Edit Receiving Tab

For more information on working with Purchase Orders on a mobile device, please see: Purchase Orders (Mobile)

Once a purchase has been made, the user in the field will navigate to the pre-populated PO on their eSUB mobile app to log their purchase.

From the PO Log:

1. Select the pre-populated PO, then from the action button, select Record Shipment
2. Select Date and choose the date for the receipt
3. Enter the total dollar amount under Invoice Amt
4. Use the media icons to attach a photo of the receipt
5. If necessary, add any comments
6. To save, select the checkmark in the upper right corner

Review Receipts and Commit Purchases

User Personas: Project Management

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.

Reviewing your receipts and purchases made to-date will determine the total amount of your project's budget to be applied as committed to the project cost. eSUB Fusion allows you to track anticipated expenses in order for the project management team to understand how they compare to the project budget. 

From the PO Log:

1. Select the desired PO to view, then select the Edit
2. Navigate to the Receiving tab
3. Review the uploaded receipts, invoiced amounts, and any comments
4. Navigate to the PO Lines tab
5. Create a new PO line, filling out all applicable description and notes fields
6. Input the total Invoiced amount in the List Price field.
7. Select Add PO Line, then select Save

Note: The Invoiced amount, shown in the upper-right hand corner, will show the total amount of all submitted receipts. After creating your PO Line, the PO Total will update.

Create a "Lump Sum - Dollar" (LS$) unit of measure by navigating to Settings > Units of Measure to easily commit your costs. When creating your PO Line item, enter a "Qty Ordered" amount of 1 LS$.