Step 1: Go to the Purchase Order register
Navigate to your Management module and click on the Purchase Order tool to access your project's Purchase Order register.
Step 2: Click the overflow button
Click the overflow button on the right-hand side of a Purchase Order block and select "Duplicate" from the menu.
Step 3: Add recipients
First, type into the "To" field to search for the contact you would like to address the Purchase Order to.
You can then type into the "Cc" field to include any other related contacts in the notice and all related correspondence (e.g. project team members).
If the contact you are searching for isn't in your address book, click the "ADD NEW CONTACT" button to add them.
Note: you can search for anyone in your address book by contact name, email address, company name or tag. Contacts do not require a WeBuild account to view, download or respond to your notice.
Step 4: Edit notice information and expected a delivery date
Edit the description of the Purchase Order and set the expected delivery date by clicking into the date picker and selecting a date.
You can also opt to automatically send email notifications to all recipients once the "response required" date has passed by checking the "Send overdue notifications" box.
Step 5: Add/remove Purchase Order cost items
Remove cost items by clicking the "X" button on the right-hand side of each, or add additional cost items by clicking the "ADD ITEM" button.
Step 6: Add markups or other attachments (optional)
Click the small floating paperclip button to reveal the attachment options for your notice.
- Attach a plan/file from your document register to your notice
- Markup a plan from your document register and attach it to your notice
- Attach any form notice from your Management module to your notice
- Attach a photo or file from your device to your notice
Step 7: Send, Save or Save as draft
After adding all related information to your notice, click the "DONE" button on the top right-hand side of your screen to reveal the below options:
- Send (email notifications are sent to recipients)
- Save (email notifications are not sent to recipients, but notice is logged)
- Save as draft (come back to your notice later)
Step 8: Notifications (if sent)
After sending a Purchase Order, each contact receives an email notification like the one in the example below.
Recipients can click the "Download Notice" button to download the Purchase Order pdf and any related attachments or click "View Details" button to view the Purchase Order and related files via the interface.
A record of the Purchase Order notice is added to your project's Purchase Order register with all related information, including a date/time stamp for download activity.
Example: Purchase Order email notification
Example: Purchase Order pdf file
Step 9: Responses or questions
All recipients can ask any questions by replying directly to the email notification. The sender and all other recipients will receive the related updates via email.
Purchase Order senders and recipients can also send messages via the notice's "COMMENTS" tab when viewing the notice online.
All replies to Purchase Order emails and messages will also be logged in the "COMMENTS" tab of the Purchase Order in the interface.
Note: recipients that are not a part of your organisation will only be able to view and access the notices that relate to them.
Example: Purchase Order - "NOTICE" tab
Example: Purchase Order - "GOODS RECEIVED" tab (prior to any logged deliveries)
Example: Purchase Order - "RECIPIENTS" tab
Example: Purchase Order - "COMMENTS" tab
Example: Purchase Order - adding attachments to "COMMENTS" tab
If you have any questions about Purchase Orders, shoot us an email at email@example.com and our customer success team will be in touch.
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