Creating a Purchase Order

Learn how to create, manage, and send purchase orders to vendors

Overview

A Purchase Order (PO) is a formal request sent to a vendor for materials, equipment, or services. Purchase orders are the core of SubBase’s procurement workflow—they track what you’re ordering, from whom, at what price, and when it should be delivered.

This guide walks you through creating a purchase order from start to finish.

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Before You Begin

Make sure you have:

• Access to the project where you want to create the order
• The vendor you want to order from added to your company’s vendor list
• Materials set up in your Material Database (optional but recommended)

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Step 1: Start a New Order

1. Navigate to Orders

   From the main navigation, click Orders to view your orders list.

2. Click New Order

   Click the + New Order button in the top right corner.

3. Select Project

   Choose the project this order is for. The project determines which cost codes and delivery addresses are available.

4. Select Vendor

   Choose the vendor you’re ordering from. If the vendor isn’t listed, you’ll need to add them first in Settings → Vendors.

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Step 2: Add Line Items

Line items are the materials you’re ordering. Each line item includes:

• Description – What you’re ordering
• Quantity – How many units
• Unit – The unit of measure (EA, LF, CY, etc.)
• Unit Price – Cost per unit
• Cost Code – The project cost code for accounting

Adding Materials from Your Database

1. Click Add Materials

   Click Add Materials to open the material selector.

2. Search or Browse

   Search for materials by description or browse by category. Select the materials you need.

3. Set Quantities

   Enter the quantity for each material. Pricing will auto-fill if you have vendor pricing set up.

Adding Materials Manually

If a material isn’t in your database, you can add it directly:

1. Click Add Line to create a blank row
2. Enter the description, quantity, unit, and price
3. Assign a cost code

Adding materials to your Material Database ensures consistency across orders and makes invoice reconciliation easier.

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Step 3: Set Delivery Details

Each order can have one or more deliveries. To set up a delivery:

1. Set Delivery Date

   Enter the requested delivery date. This will be communicated to the vendor.

2. Choose Delivery Address

   Select the delivery location—typically your project site or warehouse.

3. Add Delivery Instructions

   Include any special instructions (gate codes, contact person, time windows).

Multiple Deliveries

For phased orders, you can split materials across multiple deliveries:

1. Click Add Delivery to create additional delivery dates
2. Assign specific line items to each delivery
3. Each delivery tracks its own status independently

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Step 4: Review and Save

Before sending, review your order:

Order total is correct

All materials have quantities and prices

Cost codes are assigned

Delivery date and address are set

Click Save as Draft to save without sending, or proceed to send the order.

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Step 5: Send to Vendor

When you’re ready to place the order:

1. Click Send Order

   Click the Send Order button to open the send dialog.

2. Select Recipients

   Choose which vendor contacts should receive the order. You can add email addresses if needed.

3. Add a Message

   Include an optional message that will appear in the email to the vendor.

4. Send

   Click Send to email the purchase order to the vendor.

The order status changes to Ordered once sent.

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Understanding Order States

Your purchase order will move through these states:

State	Description
Draft	Order created but not yet sent
Requested	Internal request awaiting approval
Approved	Approved internally, ready to send
Ordered	Sent to vendor
Confirmed	Vendor has acknowledged the order
Partially Shipped	Some deliveries have shipped
Shipped	All deliveries have shipped
Delivered	All materials received
Cancelled	Order cancelled

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Tips for Effective Orders

Use Your Material Database

Consistent material descriptions make reporting and invoice matching easier.

Set Clear Delivery Instructions

Include site contact info and any access requirements.

Track Order Numbers

SubBase assigns sequential order numbers—reference these in vendor communications.

Attach Documents

Upload specs, drawings, or terms and conditions as needed.

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Related Guides

Request for Quote (RFQ)

Get pricing from vendors before placing an order.

Tracking Deliveries

Monitor delivery status and receive materials.

Processing Invoices

Match vendor invoices to your purchase orders.