(Legacy) Create a Purchase Order

Step 1: Create a Purchase Order

1. Navigate to the project's Commitments tool.
2. Choose an option to begin creating a purchase order:
   • If this is the first commitment for the project, click + Create and select Purchase Order from the drop-down menu in the centre of the page.
   • If you have already created the first commitment, click + Create and select Purchase Order from the drop-down menu in the top right corner of the page.

      Note

     • The Create button is available when you are viewing the Contracts and Recycle Bin tabs. New purchase orders are always added to the Contracts tab. 
     • The Export button is only available on the Contracts tab. To learn more, see Export a Commitments List.
3. In the 'New Purchase Order' page under General Information, do the following:
   • Sign with DocuSign
     If your project is using the Procore + DocuSign® integration (see Enable or Disable the DocuSign® Integration on a Procore Project), a tick appears in this box by default. If you do NOT want to sign the purchase order with DocuSign®, remove the tick. 
   • Number #
     Enter or confirm the unique identifier for the purchase order. If you are creating the first purchase order for your project, Procore automatically numbers your purchase orders in sequential order. For example, PO-01-001, PO-01-002 and so on.

      Notes

     • For companies using the ERP Integrations tool, your integrated ERP system may impose a maximum character limit. See What is the maximum character length for a commitment's 'Number (#)'? Important! When a commitment is exported to Integration by Ryvit, it must have a unique number.
     • You can customise the numbering scheme for your project's purchase orders and subcontracts. To learn more, see How are commitments, contracts and changes numbered in Procore?
   • Title
     Provide a descriptive name for the purchase order. 

      Notes

     • If your company has enabled the ERP Integrations tool, be aware that some integrated ERP systems impose character limits on the 'Title' field when data exported from Procore is imported into their system.
     • For details about character limits, see What is the maximum character length for a commitment's 'Title'?
   • Bill To
     Enter the business contact information for the bill-to party. This information will appear as the 'Bill To' address on any payment applications created for this purchase order. This typically includes the business name, business address and other important contact information. 
   • Ship To
     Enter the business contact information for the ship-to party. This information will appear as the 'Ship To' address on any payment applications created for this purchase order. Keep in mind this may be different from the Bill To address, such as the job site address or another off-site staging location where you want materials to be delivered.  
     Contract Company
     Select the vendor/company who will provide the purchased materials (for example, American Construction Co.). This vendor/company must exist in Procore's Project Directory. See Add a Company to the Project Directory.
   • Payment Application Contacts
     Select one (1) or more employees of the 'Contract Company' to designate as the payment application contact(s). After saving the purchase order, any users added here will be added to the 'Private' list. You must select a 'Contract Company' before you can select payment application contacts. 

      Note

     It is important to always add at least one  'Invoice Contact' on a purchase order or subcontract. This ensures that important email invitations and automatic email notifications are sent to the appropriate contact. To learn more about the importance of including payment application contacts on your commitments, see Add Payment application Contacts to a Purchase Order or Subcontract and What is a payment application contact? 
   • Status. Assign a status to the purchase order. To learn about the available statuses and which commitment statuses reflect contract amounts in your project's budget, see What are the default commitment statuses in Procore? 
   • Executed
     Place a mark in this tickbox to indicate whether or not the purchase order has been executed.

      Notes

     • Many Procore users choose to place a tick in the 'Executed' box when placing the purchase order into the  'Approved' or 'Complete' status.
     • The time at which your project team places a tick in the 'Executed' box should always be aligned with your project's unique business process 
   • Private
     Mark the tickboxes and choose any project users or collaborators from the 'Select a Person' list. To learn more about the privacy options, see Change the Privacy Settings for a Commitment.
     • Make this visible to only administrators and the following users
       Mark this tickbox to limit the visibility of the purchase order to users with 'Admin' on the project's Commitments tool and users specified in the 'Select a Person' drop-down list. 
     • Allow these users to see BOQ items
       Mark this tickbox in this box to limit the visibility of the Bill of Quantities (BOQ) items on the purchase order to users with 'Admin' on the project's Commitments tool and users specified in the 'Select a Person' drop-down list. 
   • Assigned To
     Select the person from the vendor/company who is responsible for the fulfillment of the purchase order.
   • Default Retention
     Specify the percentage amount of retention to withhold on the first subcontractor payment application. For example, it is a common practice to enter 5 or 10% in this field.

      Notes

     The 'Default Retention' amount set on the subcontract will only affect the amount on the first subcontractor payment application. Editing this value after creating the first subcontractor payment application will NOT affect the retention amount on subsequent payment applications. In order to set or release the retention amount on a subsequent payment application, complete the steps in Enable Retention on a Purchase Order or Subcontract. Next, use one of these Procore tools to set or release retention on the payment application:

     • Commitments. Set or Release Retention on a Subcontractor Payment application. 
     • Payment applications. Set or Release Retention on a Subcontractor Payment application.

     If you would like to set up retention rules that automatically adjust withheld amounts on your subcontractor payment applications, see Enable Sliding Scale Retention Rules on on a Commitment's Payment applications. 
   • Description
     Provide additional information, as necessary.
   • Attachments
     Attach any related materials such as pricing quotes, receipts, signed purchase orders and so on. You may attach files that have been uploaded to your project or drag and drop files from your local computer.
4. Under Contract Dates, do the following:
   • Delivery Date. Specify the date when the purchased goods are to be delivered to the location specified in the 'Ship To' field.
5. Under Additional Information, do the following:
   • Payment Terms. Specify relevant payment conditions, if applicable.
   • Ship Via. Enter the shipping/transport method for materials (for example, freight, FedEx and so on.).
6. Choose from these options:
   • Click the Create button. This action creates your new purchase order.
     OR
   • Optional. Click Create & Enter BOQ. This action creates your new purchase order and allows you to begin entering data on the BOQ. 

Step 2: Enter the Bill of Quantities (BOQ)

There are two ways to enter the Bill of Quantities (BOQ) on a purchase order:

• Import BOQ Line Items from a CSV File
  OR
• Add Line Items to the BOQ