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Purchase Orders Overview

Summary

This tutorial covers how to create and manage purchase orders in BuilderPal to procure materials, equipment, and services from vendors, integrating with budgets for efficient project financials.

Prerequisites

  • Role or permission needed
  • An active project set up in BuilderPal
  • Vendor contacts added to the system

Steps

There are two ways to create a purchase order in BuilderPal: from the project overview or from the Actions tab.

Method 1: From the Project Overview

  1. Log in to BuilderPal and select your project. — Open the BuilderPal app, enter your credentials, and choose the project from the dashboard.
  2. Access the project menu. — In the project overview screen, locate the dropdown menu next to the project name in the top right corner.
  3. Select Purchase Order. — Click on Purchase Order from the dropdown options to open the purchase order creation interface.

Method 2: From the Actions Tab

  1. Navigate to your project. — Log in to BuilderPal and select the desired project from the dashboard.
  2. Go to the Actions tab. — On the left sidebar, click Actions to open the actions overview.
  3. Click the + New button. — In the top right corner of the Actions screen, click the + New button to open the add action menu.
  4. Choose Purchase Order. — From the dropdown menu, select Purchase Order to start creating a new purchase order.
  5. Enter purchase order details. — Fill in the vendor, purchase order ID (auto-generated or manual), description, line items (quantities, prices, cost codes), approval and delivery deadlines, attachments, internal notes, and terms.
  6. Preview and save the purchase order. — Click Preview to review, then Save or Send to issue it to the vendor and notify the team.

FAQ

Q: What required fields must be filled in a purchase order? A: Name, ID number, sub/vendor, approval deadline, delivery deadline, cost lines, description, and terms.

Q: Can I send the purchase order directly to the vendor? A: Yes, after previewing, choose to send it immediately or save as draft for later.

Q: How do purchase orders integrate with bills? A: Once received, you can match incoming bills to the PO for payment processing.

Q: What if I need to edit a purchase order after saving? A: Open the PO from the Actions list, make changes, and resave or reissue if needed.

Q: Is there an approval workflow for purchase orders? A: Yes, based on roles, POs can route to finance managers for approval before issuing.

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