Edit a Purchase Order

To edit a Purchase Order, follow the steps below.

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 "Edit" from the menu.

Step 3:  Add or remove recipients

Add or remove contacts into the "To" field or Cc fields to adjust the recipients of the Purchase Order.

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.

1. Attach a plan/file from your document register to your notice
2. Markup a plan from your document register and attach it to your notice
3. Attach any form notice from your Management module to your notice
4. 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:

1. Send (email notifications are sent to recipients)
2. Save (email notifications are not sent to recipients, but notice is logged)
3. 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.

The existing record of the Purchase Order is updated in 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 [e-mail] and our customer success team will be in touch.