Edit a Purchase Order (Legacy)

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

• 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 ERP Integrations tool: Show/Hide

  • If you are editing a purchase order that has NOT yet been synced with your company's integrated ERP system, you may use the steps below. To determine if a purchase order has been synced with an ERP system, see What do the ERP Icons mean?

  • If you are editing a purchase order that has already been synced with your company's integrated ERP system, see Edit a Commitment Synced with ERP.

• Create a Purchase Order

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 checkmark appears in this box by default. If you do NOT want to sign the purchase order with DocuSign®, remove the checkmark.

   • #
     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

     • For companies using the ERP Integrations tool, your integrated ERP system may impose a maximum character limit. See What is the maximum character length for a commitment's 'Number (#)'? Important! When a commitment is exported to Integration by Ryvit, it must have a unique number.

     • You can customize the numbering scheme for your project's purchase orders and subcontracts. To learn more, see Can I customize the numbering system for financial objects in Procore?

   • Title
     Provide a descriptive name for the purchase order.

      Notes

     • If your company has enabled the ERP Integrations tool, be aware that some integrated ERP systems impose character limits on the 'Title' field when data exported from Procore is imported into their system.

     • For details about character limits, see What is the maximum character length for a commitment's 'Title'?

   • Bill To
     Enter the business contact information for the bill-to party. This information will appear as the 'Bill To' address on any invoices 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 invoices 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.

   • Invoice Contacts
     Select one (1) or more employees of the 'Contract Company' to designate as the invoice 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 invoice contacts.

      Notes

     • It is important to always add at least one 'Invoice Contact' on a purchase order or subcontract. This ensures that important email invitations and automatic email notifications are sent to the appropriate contact.

     • To learn more about the importance of including invoice contacts on your commitments, see Add Invoice Contacts to a Purchase Order or Subcontract and What is an invoice contact?

   • 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 checkbox to indicate whether or not the purchase order has been executed.

      Notes

     • Many Procore users choose to place a checkmark in the 'Executed' box when placing the purchase order into the 'Approved' or 'Complete' status.

     • The time at which your project team places a checkmark 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 checkmark 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 SOV items
       Place a checkmark in this box to limit the visibility of the 'Schedule of Values' (SOV) 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 SOV items' setting is turned ON, the 'Schedule of Values' 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 'Schedule of Values' tab.

     • Assigned To
       Select the person from the vendor/company who is responsible for the fulfillment of the purchase order.

     • Default Retainage
       Specify the percentage amount of retainage to withhold on the first subcontractor invoice. For example, it is a common practice to enter 5 or 10% in this field.

        Notes

       • The 'Default Retainage' amount set on the subcontract will only affect the amount on the first subcontractor invoice. Editing this value after creating the first subcontractor invoice will NOT affect the retainage amount on subsequent invoices.

       • In order to set or release the retainage amount on a subsequent invoice, complete the steps in Enable Retainage on a Purchase Order or Subcontract.

       • Next, use one of these Procore tools to set or release retainage on the invoice:

         • Commitments. Set or Release Retainage on a Subcontractor Invoice.

         • Invoicing. Set or Release Retainage on a Subcontractor Invoice.

       • If you would like to set up retention rules that automatically adjust withheld amounts on your subcontractor invoices, see Enable Sliding Scale Retention Rules on on a Commitment's Invoices.

     • 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:

   • Click Save. This action saves your updates. Choose this option if you want to Add a Line Item to a Commitment's Schedule of Values.
     OR

   • Click the Save & Email button. This action saves your updates and creates a new message in the Emails tab so you can forward the purchase order. Continue with Email a Commitment.
     OR

   • Click Complete with DocuSign. If the Procore + DocuSign® integration is enabled, this option lets you Complete a Commitment Contract with DocuSign®.

• Email a Commitment

• Complete a Commitment Contract with DocuSign®