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Purchase orders

Ordering materials related to our projects using the materials tab. Create purchase orders, upload invoices, and track orders effectively.

Matt Franklin avatar
Written by Matt Franklin
Updated over 2 weeks ago

Accessing the Materials Tab

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  • Navigate to the materials tab to manage project-related orders.

  • For non-project purchases, go to the suppliers page and create a purchase order.

Adding Materials to the List

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  • View a summary of materials already added.

  • Click 'Add Materials' to manually add items.

  • Use the field service app to submit materials requests, which will be recorded in the history tab.


Syncing Materials from Accepted Items

  • Click 'Sync from Items' to pull materials linked to accepted items.

  • Review who submitted each request.


Creating a Purchase Order

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  • Select a supplier and filter materials available for order.

  • Choose the material (e.g., shock arrestor) and set a due date.


Specifying Delivery Details

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  • Choose the delivery address (project site, supplier address, or business address).

  • Add any additional notes for the supplier.


Finalising the Purchase Order

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  • Decide whether to show actual prices on the purchase order document.

  • Click 'Create Purchase Order' to generate the document.


Sending the Purchase Order

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  • Override the supplier's email if necessary.

  • Choose to copy yourself in the email and click 'Send'.


Recording and Confirming Purchases

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  • View purchase records in the summary section.

  • If integrated with Xero or QuickBooks, the purchase order will sync automatically.


Editing Purchase Orders

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  • Click 'Edit' to change prices or remove unavailable items.

  • Confirm changes to update records in Xero or QuickBooks.


Manually Recording Purchases

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  • If needed, manually mark items as ordered by recording a purchase.


Analysing Material Costs

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  • Review the forecast vs. actual purchases in the materials section.

  • Access analytics for profitability, including total costs and profit margins.

Utilising Direct Integrations

  • Note that ordering through direct integrations (e.g. City Plumbing) simplifies the process and purchase orders are created automatically.

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