Creating Purchase Orders

Learn how to create purchase orders in Readybuild.

Creating a New PO

From a Project

1. Open the project
2. Go to the Purchase Orders tab
3. Click New PO
4. Select the PO type:
   • Regular - Standard workflow with vendor confirmation
   • Field - Quick PO for on-site purchases
5. Select Requested For (required for Field POs)
6. Select Cost Code (required for Field POs)
7. Click Confirm

The new PO opens with an auto-generated PO number and Draft status.

From an Approved Quote

When a vendor quote has been approved:

1. Open the approved vendor quote
2. Click Create Purchase Order
3. Select PO type (Regular or Field)
4. Select Requested For user
5. Click Confirm

The PO is pre-populated with:

• Vendor information
• Contact email from the quote
• Line items from the quote

From Estimate Items

1. Open a purchase order in Draft or Sent status
2. Click Add Items from Estimate
3. Browse estimate items by category
4. Select items to include
5. Items are added with:
   • Name and description from the estimate
   • Quantity calculated from estimate
   • Cost from estimate pricing
   • Cost code from the estimate category

PO Details

After creating a PO, configure the following:

Description

Click the description field to add or edit a description for the PO.

Request Information

Field	Description
Requested For	Team member who requested the materials (required for Field PO)
Need By Date	When materials are needed on site
Signed Returned	Date vendor signed and returned the PO
Invoice Received	Date vendor invoice was received

Vendor Details

Field	Description
Vendor	Select from your vendor contacts
Contact Email	Primary email for sending the PO (auto-populated from vendor)
Contact CC	Additional emails to CC on PO communications

Multiple Email Addresses

Separate multiple email addresses with semicolons (;) in the Contact Email or CC fields.

Ship To

Field	Description
Location	Where to deliver materials (Office, Job Site, Warehouse, or custom locations)
Ship Via	Shipping method
Expected Ship Date	When materials are expected to ship

When you select a vendor, the Ship To and Ship Via fields may auto-populate based on the vendor's default billing settings.

Attachments

Upload files to include with the PO:

1. Click Upload Files to attach new files
2. Or click Add Files to link existing project files
3. Attached files can be included when emailing the PO

Duplicating a PO

To create a new PO based on an existing one:

1. Open the original PO
2. The duplicate option creates a new PO with:
   • Same vendor and ship-to information
   • Same line items
   • Same attachments
   • New PO number
   • Draft status
   • Description noting "Duplicated from [original PO#]"

PO Notes

Add notes to track communications and decisions:

1. Click the Notes tab in the sidebar
2. Click Add Note
3. Enter your note text
4. Notes are timestamped and attributed to the user who created them

Notes are internal only and not sent to vendors.

Required Fields by PO Type

Regular PO

• Project (auto-set if created from project)
• Vendor
• At least one line item with cost > 0

Field PO

• Project
• Requested For (required)
• Cost Code (required)
• Vendor

Next Steps

• Add line items to your purchase order
• Send the PO to your vendor