Purchasing and Materials

Open the job → Management → Purchasing. Requirements come from baseline material lines when the section is opened by a job-cost manager; you can also add manual requirements. Review quantities and units before ordering. Requirements do not change the frozen budget.

Use a supplier quote request (RFQ) to collect prices, not to buy. Create a purchase order draft manually or from an eligible recorded quote: same job currency and matching units. Review quantities, prices, delivery charges and quote validity. A draft creates no commitment.

Issuing an order creates exactly one linked committed cost. Issued quantities and prices are retained: use a revision rather than editing the issued order. Revision and cancellation are available only before receiving starts; keep a reason for cancellation. Download the supplier order PDF and send it yourself; this PDF is currently in English.

Record each partial or full delivery against the issued order: date, accepted and rejected quantities, discrepancies and optional photos. Accepted receipts accumulate and cannot exceed the ordered quantity. Receiving records quantities only; it does not post costs or payments.

An authorized job-cost manager reviews a receipt and explicitly posts its costs. Each accepted receipt line posts once, at the issued prices, with the receipt date; order charges follow the receipt review. Do not add the same delivery again as a manual actual cost. Recorded receipts and posted costs retain their history.

If the rest will not arrive, use Close short with a reason after all receipts have been costed. It stops further receiving and releases the undelivered remainder without rewriting original quantities, receipts or confirmed costs. Example: 100 required, 100 ordered, 60 received and 40 closed short leaves 60 covered and 40 available to order again.

Ordered is a commitment; received is accepted material; costed is explicitly posted actual cost; billed is a linked account payable; paid comes from recorded finance payments. These are different views, never amounts to add together. With payables access, link or create a supplier bill and explicitly match it to existing receipt costs in the same job and currency. Matching never posts another cost or pays the supplier.

Permissions: company members can read Purchasing. Managing requirements and orders, posting costs and closing short need Can manage job costs. Receiving needs permission to log on the job or job-cost permission. Bill viewing, recording and unlinking follow separate finance grants. The overview flags overdue deliveries, costs awaiting confirmation and bill exceptions; tap a card to filter orders, then Show all orders to reset.