Purchase orders

A lumber order placed by phone is a cost the job finds out about when the bill comes. A purchase order writes it down first: who you ordered from, for which job, what and for how much.

1. Open Money, Purchase Orders.

   Tap New Purchase Order. Pick the vendor (Add vendor creates one if your list is empty), the job, the expected delivery date and any notes.

2. Add the lines.

   Each line has a description, a whole-number quantity and a unit price. Save, and the order is kept as a draft that only your team sees.

3. Tap Send to Supplier.

   You see the e-mail exactly as the vendor gets it: To, CC (separate several addresses with commas), subject, your message and the PDF of the order. A vendor with no e-mail on file can get one typed in To, and you can save it on the vendor. Ordered by phone or at the counter? Just mark as sent, and no e-mail goes out.

4. Mark Confirmed when the vendor answers.

   It is optional: deliveries can be received before it.

5. Tap Receive Items when the truck comes.

   Enter how many of each line arrived and mark them Good, Damaged or Wrong Item, with a photo if you want. A partial delivery leaves the rest open for the next one.

6. Tap Create Vendor Bill.

   The bill starts from the order, so you only check it against the vendor's invoice. The order shows the bill linked to it.

When someone has to approve the purchase first

Use Money, Requisitions instead. A foreman or PM writes a New Requisition with the job and the lines, and picks a supplier for each line. Submit sends it for approval and locks it.

The owner or an admin taps Approve, or Reject with a reason. On an approved requisition, Convert to Purchase Order groups the lines by supplier and creates one purchase order per supplier, as drafts ready to send. The requisition closes as Converted.

Requisitions the owner or an admin writes can skip that step: Requisition settings on the Requisitions screen has Auto-approve my requisitions.

Where the cost goes

Once an order is sent it counts as committed cost on its job, line by line, next to the budget (see Job costing). The vendor bill is the actual cost. A draft or a cancelled order counts for nothing.

With QuickBooks Online connected, Sync to QuickBooks sends the order there as a purchase order.

Questions

Keep reading

• Job costing and change ordersBudget, committed and actual by cost code on every job, forecast and margin, overrun alerts, and change orders the client signs online.
• Vendor bills by e-mailSuppliers e-mail bills to your company's bills address, or you forward them. AI reads vendor, number, dates and total; New Bill opens filled in.
• Receipt to vendor billSnap the receipt with Capture and New Vendor Bill opens filled in: vendor, bill date, total and job, with the photo kept on the bill. You check it and save.
• QuickBooks OnlineThe QuickBooks Online sync is built and tested on Intuit's sandbox and opens once Intuit approves our app. What will sync, and what to do until then.

Questions? Write to hello@groundflag.com