To create a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Variation register.
Step 2: Click the “CREATE” button
Click the “CREATE” button to start completing your notice information.
Step 3: Add recipients
First, type into the “To” field to search for the contact to whom would like to address the Purchase Order.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for is not in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Step 4: Add notice information and expected a delivery date
Complete the description of the Purchase Order and set the expected delivery date by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Step 5: Add Purchase Order cost items
Type in the item name, quantity, rate and related tax setting (i.e. excluding tax or including tax).
To add additional items, click the “ADD ITEM” button.
Step 6: Add markups or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
Attach a plan/file from your document register to your notice
Markup a plan from your document register and attach it to your notice
Attach any form notice from your Management module to your notice
Attach a photo or file from your device to your notice
Step 7: Send, Save or Save as draft
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
Send (email notifications are sent to recipients)
Save (email notifications are not sent to recipients, but notice is logged)
Save as draft (come back to your notice later)
Step 8: Notifications (if sent)
After sending a Purchase Order, each contact receives an email notification.
Recipients can click the “Download Notice” button to download the Purchase Order pdf and any related attachments or click “View Details” button to view the Purchase Order and related files via the interface.
A record of the Purchase Order notice is added to your project’s Purchase Order register with all related information, including a date/time stamp for download activity.
Example: Purchase Order pdf file
Step 9: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Purchase Order senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Purchase Order emails and messages will also be logged in the “COMMENTS” tab of the Purchase Order in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Purchase Order - Add delivery records to your Purchase Order
Purchase Order – Add delivery records to your Purchase Order
After sending a Purchase Order to a vendor, your team members are able to log and track related deliveries as they arrive on site.
To add delivery to a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click on the related Purchase Order
Click on the Purchase Order related to the delivery received on site.
Step 3: Go to the “GOODS RECEIVED” tab
Click on the “GOODS RECEIVED” tab to log your delivery.
Step 4: Click the “RECEIVE GOODS” button
Click the “RECEIVE GOODS” button to start adding your delivery information.
Step 5: Add delivery information and docket
First type into the “Received by” field to select the project team member that received the delivery on site and add the date received.
Then add the quantity delivered by typing the number of units under the “Quantity delivered” column. You can also take a photo of the related delivery docket and attach it to the delivery record by clicking the “ADD DELIVERY DOCKET” button.
Step 6: Click the “SUBMIT” button
Click the “SUBMIT” button to save your delivery entry.
Delivery entries can be viewed, edited or removed by clicking on the related block.
Note: Once the whole quantity has been delivered and logged, the status of the Purchase Order will change from “Awaiting delivery” to “Received”.
Purchase Order - Edit a Purchase Order
Purchase Order – Edit a Purchase Order
To edit a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select “Edit” from the menu.
Step 3: Add or remove recipients
Add or remove contacts into the “To” field or Cc fields to adjust the recipients of the Purchase Order.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Step 4: Edit notice information and expected a delivery date
Edit the description of the Purchase Order and set the expected delivery date by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Step 5: Add/remove Purchase Order cost items
Remove cost items by clicking the “X” button on the right-hand side of each, or add additional cost items by clicking the “ADD ITEM” button.
Step 6: Add markups or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
Attach a plan/file from your document register to your notice
Markup a plan from your document register and attach it to your notice
Attach any form notice from your Management module to your notice
Attach a photo or file from your device to your notice
Step 7: Send, Save or Save as draft
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
Send (email notifications are sent to recipients)
Save (email notifications are not sent to recipients, but notice is logged)
Save as draft (come back to your notice later)
Step 8: Notifications (if sent)
After sending a Purchase Order, each contact receives an email notification.
Recipients can click the “Download Notice” button to download the Purchase Order pdf and any related attachments or click “View Details” button to view the Purchase Order and related files via the interface.
The existing record of the Purchase Order is updated in your project’s Purchase Order register with all related information, including a date/time stamp for download activity.
Example: Purchase Order pdf file
Step 9: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Purchase Order senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Purchase Order emails and messages will also be logged in the “COMMENTS” tab of the Purchase Order in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Purchase Order - Export a Purchase Order
Purchase Order – Export a Purchase Order
To export a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select “Export” from the menu.
Note: To select multiple Purchase Order notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Purchase Order - Share a Purchase Order
Purchase Order – Share a Purchase Order
To share a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select “Share” from the menu.
Note: To select multiple Purchase Order notices, hover over the notice and click the checkbox on the left-hand side of the notice title.
Step 3: Add recipients and share
Add one or more contacts you would like to share your selected notices by typing into the search field and selecting them from the list.
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view or download shared notices.
Step 4: Notifications
After sharing a Purchase Order notice, each contact receives an email notification.
Recipients can click the “Download Notice” button to download the Purchase Order notice pdf and any related attachments.
Example: Purchase Order pdf file
Purchase Order - Duplicate a Purchase Order
Purchase Order – Duplicate a Purchase Order
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select “Duplicate” from the menu.
Step 3: Add recipients
First, type into the “To” field to search for the contact you would like to address the Purchase Order to.
You can then type into the “Cc” field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn’t in your address book, click the “ADD NEW CONTACT” button to add them.
Note: You can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Step 4: Edit notice information and expected a delivery date
Edit the description of the Purchase Order and set the expected delivery date by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the “response required” date has passed by checking the “Send overdue notifications” box.
Step 5: Add/remove Purchase Order cost items
Remove cost items by clicking the “X” button on the right-hand side of each, or add additional cost items by clicking the “ADD ITEM” button.
Step 6: Add markups or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
Attach a plan/file from your document register to your notice
Markup a plan from your document register and attach it to your notice
Attach any form notice from your Management module to your notice
Attach a photo or file from your device to your notice
Step 7: Send, Save or Save as draft
After adding all related information to your notice, click the “DONE” button on the top right-hand side of your screen to reveal the below options:
Send (email notifications are sent to recipients)
Save (email notifications are not sent to recipients, but notice is logged)
Save as draft (come back to your notice later)
Step 8: Notifications (if sent)
After sending a Purchase Order, each contact receives an email notification.
Recipients can click the “Download Notice” button to download the Purchase Order pdf and any related attachments or click “View Details” button to view the Purchase Order and related files via the interface.
A record of the Purchase Order notice is added to your project’s Purchase Order register with all related information, including a date/time stamp for download activity.
Example: Purchase Order pdf file
Step 9: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Purchase Order senders and recipients can also send messages via the notice’s “COMMENTS” tab when viewing the notice online.
All replies to Purchase Order emails and messages will also be logged in the “COMMENTS” tab of the Purchase Order in the interface.
Note: Recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Purchase Order - Remove a Purchase Order
Purchase Order – Remove a Purchase Order
To remove a Purchase Order, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select “Remove” from the menu.
Note: To select multiple Purchase Orders, hover over the notice and click the checkbox on the left-hand side of the notice title.
Purchase Order - Export a Purchase Order register report
Purchase Order – Export a Purchase Order register report
To export a Purchase Order register report, follow the steps below.
Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project’s Purchase Order register.
Step 2: Select notices
Select the Purchase Order notices you would like to include in your Summary Report by hovering over each notice and clicking the checkbox on the left-hand of each notice title.
Step 3: Click the “SUMMARY” button
Click on the “SUMMARY” button on the floating toolbar to export a report of your Purchase Order register.
Step 4: Click “Export” button at the bottom of the form
Click “Export” button at the bottom of the form. Select in the open dialogue whether you wish to export the notices only or the notices with related comments, then click “Export”.
Step 5: Download report
After exporting a Purchase Order notice, the system will prepare a report for you to download. Click on the “Download Notice” button to download the Purchase Order notice pdf and any related comments.
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