Search and filter purchase order records using multiple criteria including vendor information, PO ID, contract linkage, and advanced filtering options.

The Purchase Orders List View displays key information for quick identification and status tracking.

Actions available in the Purchase Orders List View for creating and managing purchase orders.

The Overview mode displays the purchase order header information, vendor details, shipping configuration, and tax settings.

Header Fields

The Items mode displays the line items being ordered, including products, quantities, pricing, and job costing assignments. Items can be added manually, imported from material lists, or extracted automatically using the AI Auto feature.

Item Fields

The Job Costing mode displays committed costs created from this purchase order and provides tools for creating job costing entries.

Auto Job Costing

Click the Auto Job Costing button to automatically create committed cost records from the PO line items. Committed costs appear in Work in Progress (WIP) reports before actual invoices arrive, providing a leading indicator of costs to come. This helps project managers understand upcoming financial obligations and plan cash flow accordingly.

The Repository mode provides document storage for files related to this purchase order, including vendor quotes, order confirmations, delivery receipts, and other supporting documentation.

Repository Actions

The Activity Log mode provides a chronological record of all activities, changes, and communications related to this purchase order. This is the recommended location for internal communication instead of emails.

Activity Log Features

• System-generated entries for PO creation, sends, and status changes
• Manual notes and comments from team members
• Email communications captured automatically
• File uploads and document attachments
• Timestamps and user attribution for all entries

Address and phone searches are not available in the Purchase Orders list view Quick Search for performance reasons. Use the global Search feature instead.

To search by address, phone, or email:

1. Click the Workflow icon in the top navigation bar
2. Select Search
3. Enter your search term (address, phone number, or email)
4. Click Phone / Email / Address to search across all records
5. Or click POs to search only within purchase order records

There are several ways to create a purchase order depending on where you are working in TRUE. Each method is designed for a different workflow and pre-populates different information on the PO.

A Request (also called a Requisition) is a procurement approval workflow for users who do not have permission to create purchase orders directly. Instead of creating a PO, these users submit a request that a purchasing manager reviews and converts into a PO.

How it works:

1. When a user without the New Purchases permission attempts to create a PO, they either see New Request as an alternative option or receive an access error. Some permissions hide the option entirely, while others allow selecting it but block the action.
2. The request appears in the Requests module (Workflows → Procurement → Requests).
3. A purchasing manager with the Alert when Requisitions are Created permission receives a notification.
4. The purchasing manager reviews the request, makes any necessary changes, and converts it to a PO.
5. The requester receives a notification when the request is fulfilled.

Permissions that control this behavior:

The Drop Ship checkbox delivers materials directly to the job site address instead of requiring pickup from your shop. When enabled, the PO e-form shipping address automatically changes to the job site address from the contract's Options and Setup section.

When to Use Drop Ship:

• Materials should be delivered directly to the job site for installation.
• Job site is located far from your shop or warehouse.
• Materials are heavy or bulky and transportation is costly.
• Vendor offers direct delivery service to job sites.

Requirements:

Contract must have job site address filled in under Options and Setup section. If the job site address is missing, the drop ship feature will not populate the shipping address correctly.

The AI Auto feature allows you to drag and drop a vendor's order acknowledgement PDF into the PO items section. The system automatically extracts line items, quantities, and pricing from the PDF to populate your PO.

Workflow:

1. Create a purchase order with vendor selected.
2. Request materials from vendor (email or phone).
3. Receive order acknowledgement PDF from vendor.
4. Navigate to the Items mode in the PO.
5. Drag the PDF into the Items section AI Auto area.
6. System extracts and creates line items automatically.
7. Review extracted items and adjust quantities or pricing as needed.
8. Add cost codes and contract items for job costing.

Creating purchase orders from material lists allows you to convert takeoff data from Glazier Studio or manual material entries into vendor orders without manual item entry. This workflow is covered in the "How do I create a purchase order?" FAQ above under "From the Materials module (batch select)."

Steps:

1. Navigate to the job or contract record.
2. Click View → Materials to open the material list.
3. Select material items to order using checkboxes (batch select).
4. Click the Actions button.
5. Select New PO (users without the New Purchases permission should use New Request instead, or may receive an access error).
6. System creates PO with selected materials as line items.
7. Select vendor from the Vendor dropdown.
8. Configure PO settings (drop ship, tax, dates).
9. Click Send to activate the PO.

Benefits:

• No manual entry of line items
• Accurate quantities and specifications from takeoff
• Can select multiple items across different materials
• Maintains connection between materials and POs for procurement tracking

Committed costs are job costing entries created from purchase orders that appear in Work in Progress (WIP) reports before actual vendor invoices arrive. They provide a leading indicator of costs to come, helping project managers understand upcoming financial obligations.

Creating Committed Costs:

1. Navigate to the purchase order record.
2. Switch to the Job Costing mode.
3. Click the Auto Job Costing button.
4. System creates committed cost records for each PO line item.
5. Committed costs appear in WIP reports immediately.

Benefits:

• Cash flow planning with advance visibility into pending costs
• Accurate WIP reports that include orders placed but not yet invoiced
• Project managers can anticipate cost impacts before bills arrive
• Helps identify over-budget conditions earlier in project lifecycle

The Expected Delivery Date field is critical for cash flow planning and scheduling labor/fabrication activities. This date represents when the vendor commits to delivering materials and helps coordinate project timelines.

Key Uses:

• Cash Flow Planning: Know when payments will be due based on delivery dates
• Labor Scheduling: Schedule installation crews based on material arrival
• Fabrication Planning: Plan shop fabrication work around material deliveries
• Project Coordination: Coordinate with other trades and subcontractors
• Client Communication: Provide accurate installation timelines to clients

Best Practices:

• Always confirm delivery dates with vendors before finalizing POs
• Update expected delivery dates if vendor provides new information
• Filter POs by expected delivery date to see upcoming material arrivals
• Use delivery dates to plan labor assignments in advance

When purchasing materials for tax-exempt entities like schools, churches, and public projects, use the tax exempt checkbox in the Tax field on the purchase order.

Steps:

1. Navigate to the purchase order record.
2. In the Overview mode, locate the Tax field.
3. Check the Tax Exempt checkbox.
4. Attach the tax exemption certificate to the PO in the Repository mode.
5. Send the PO to the vendor with exemption documentation.

Common Tax-Exempt Entities:

• Public schools and universities
• Churches and religious organizations
• Government projects (federal, state, local)
• Nonprofit organizations with 501(c)(3) status

The Inventory checkbox on a purchase order line item controls whether that item enters the Inventory module when received. Items with the checkbox enabled are tracked as defined inventory with stock levels, locations, and valuation. Items without the checkbox are received but not tracked in inventory.

When to Check Inventory:

• Stock items: Products you regularly keep on hand (caulking, fasteners, common hardware, stock glass sheets)
• Items you track in aggregate: Materials where you want to know total available quantity across all jobs
• Catalog-linked items: Products defined in your Catalog with stock tracking enabled

When to Leave Inventory Unchecked:

• Unique/project-specific items: Custom-cut glass, one-off hardware ordered for a specific job
• Non-physical items: Shipping, handling fees, freight charges, or surcharges
• Items not needing aggregate tracking: Materials that go directly to a job and will not be stored or reused

Yes, you can customize the purchase order e-form to show or hide specific information like item notes and pricing based on your preferences and vendor requirements.

Customizable Elements:

• Item Notes: Show or hide detailed notes for each line item
• Pricing Information: Show or hide unit prices and totals
• Cost Codes: Display internal cost codes or hide them from vendors
• Company Branding: Add logo and company information

Common Use Cases:

• Hide pricing for preliminary quotes or requests for availability
• Show detailed notes to ensure vendor understands specifications
• Hide internal cost codes and markup information
• Customize branding for professional vendor communication

Contact your TRUE administrator to configure e-form settings and templates for your organization.

Both Cost Codes and Contract Items (Schedule of Values line items) serve important but different purposes in job costing. Understanding when to use each ensures accurate financial tracking and reporting.

Cost Codes:

• Purpose: Operational tracking and cost categorization
• Preferred by: Project managers and operations teams
• Use for: Tracking costs by category (labor, materials, equipment)
• Benefits: Consistent cost reporting across all projects

Contract Items (SOV Lines):

• Purpose: Revenue recognition and percent complete tracking
• Preferred by: Accountants and financial analysts
• Use for: Linking costs to specific contract line items and billing milestones
• Benefits: Accurate percent complete analysis and WIP calculations

Access to the Purchase Orders module is controlled by user permissions. If you cannot see or access this module:

1. Contact your system administrator
2. Request the Module Access (Purchase Orders) permission (ID #1171)
3. Once granted, you'll find the module in Workflows → Procurement → Purchase Orders

Purchase order approval workflows are controlled by specific security permissions. Different approval levels can be configured based on PO amounts or user roles.

Key PO Approval Permissions:

• Originator Approval (Purchase Orders) - Allows user to approve POs as the originator/creator
• Manager Approval (Purchase Orders) - Allows user to provide manager-level approval
• Manager Approval (POs - Over Maximum) - Required for POs exceeding the maximum amount set in Company Preferences
• Delete Purchase Orders - Allows user to delete PO records

Alert notifications for purchase orders are controlled by user permissions. Enable these alerts for users who need to be notified about PO activities.

1. Navigate to Settings → Users / Access
2. Select the user who should receive alerts
3. Go to the Access tab
4. Find the Purchase Orders section
5. Enable relevant alert permissions:

• Alert when Originator Approval is Confirmed - Notifies when originator approves a PO
• Alert when Manager Approval is Confirmed - Notifies when manager approves a PO