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Edit a Purchase Order (Legacy)

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 Legacy Content

This tutorial details Procore's legacy experience for editing a purchase order. The information on this page will be replaced with updated content when the redesigned commitments beta experience is generally available. To learn about this release and its timeline, see Project Financials: Modernized Experience for Commitments

Important! If you are using the commitments beta experience, please see the Edit Purchase Orders tutorial instead of the information below. 

Objective

To edit a purchase order using the project's Commitments tool. 

Background

After you create a purchase order, you can edit it at any time. 

Things to Consider

  • Required User Permissions:
    • 'Admin' level permissions on the project's Commitments tool.
      OR
    • 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Update Purchase Order Contract' granular permissions enabled on your permission template.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Steps

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order. 
  3. Click the Number link to open the purchase order. 
  4. In the General tab, click Edit. 
  5. Under General Information, edit 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. 
    • #
      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
    • Title
      Provide a descriptive name for the purchase order. 
       Notes
    • 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. 
       Notes
    • 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
      Choose from these options:
      • Make this visible to only administrators and the following users
        Place a tick in this box 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
        Place a tick 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. 
         Important

        When the 'Allow these users to see BOQ items' setting is turned ON, the 'Bill of Quantities' tab is only visible and available to users with 'Admin' level permissions on the project's Commitments tool and the people named in the 'Select a Person' drop-down list.

        Select a Person
        Select one or more people from the list. You can allow non-Admin level users to view the purchase order. Additionally, you can allow selected non-Admin users to have read-only access to the individual line items under the 'Bill of Quantities' tab. See Manage Project Permission Templates.

    • 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
    • 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.
  6. Under Contract Dates, do the following:
    • Date Created. Shows the date the purchase order was created. This cannot be changed. 
    • Delivery Date. Specify the date when the purchased goods are to be delivered to the location specified in the 'Ship To' field.
  7. 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, UPS Ground and so on.).
  8. Choose from these options: