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Creating a Purchase Order

This article explains the essential steps to create a purchase order for requesting goods or services

Josan Garcia avatar
Written by Josan Garcia
Updated this week

Permissions

Always remember to ensure the correct people have the appropriate permissions to access your company and project data. This can be done per individual or by applying Permission Templates.

In order to create a Purchase Order, users will need Create permissions for Purchase Orders


Purchase Order Overview

Purchase Orders are used to document the agreement between a buyer and seller on the price and quantity of goods and services. The buyer issues the PO to the seller to cover the costs of a project.

In SiteMax, Users can create and submit POs to the Approver (Vendor/External User). The Approver will be able to view and make a decision (approve or reject) on the PO. Managers (Admin users) will then process the purchase PO and manage POs across all projects.

There are four types of Line Items that can be created within your Purchase Order:

  • Rental

  • Purchase

  • Labor

  • Services

Note: You can customize the fields that you see in each of your Line Item Types in your Company Settings > Modules > Purchase Orders


Steps to Create a PO

Purchase Orders can be created at the project level. When viewing a project, on the left sidebar, you will find an option for "Purchase Orders".

Here you will find a list of all POs created on your project, ordered by the most recent PO.

  1. To create a Purchase Order, click "Add PO"

2. Here you can select a vendor from your vendor list, select a status (open/partial, complete, processed, or cancelled), and then select the Line Item Type.

3. Based on the type of Line Item you select, and the fields you have enabled for that type, a number of fields will become available that are applicable to that PO type. For example, for Rentals > Called Off Date


Emailing a PO

With SiteMax's PO feature, you can email or distribute POs to a number of parties. This can be found in the bottom right corner when viewing a PO.

By clicking save and email, you will be prompted to add recipients before sending.

You may send this PO to any valid email address not listed in your SiteMax.

Note: For any changes/updates made to your PO, a new PDF version of your PO is created. Users will always have access to all versions of POs.

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