What happens when I "release" a purchase order?

updated

January 23, 2020

When you have reviewed all of the details of your draft purchase order and are ready to release it, the following things will happen:

Updates to the purchase order status

After you have released a purchase order, the purchase order is taken out of draft status and the details are locked to prevent additional changes.

The document moves to "Released" status.

Click here for more information about the different purchase order statuses.

If you need to make any corrections or modifications after that point, you can still void the purchase order and create a new one, or you can issue a new variance purchase order.

Email to the sub or vendor you specify (optional)

If you have turned on the option to "send by email", then the sub or vendor you choose in the "Issue to" field will receive an email notification about the new purchase order that is awaiting their acceptance as soon as the purchase order is released.

They don't need to have a CoConstruct login or background information, since all relevant details are contained in the email.

POs_Email_Notification.png
(click to view the full example email in a new tab)

That will include your company's name, custom branding, and all of the scope, inclusions/exclusions, line item details, and terms & conditions that you specified.

The email will not include your internal comments, since those are for your team's eyes only.

Your partners can view the purchase order within the email itself, or click on a link within the document to view a printer-friendly copy.

The purchase order details show up in your budget as "committed costs"

On the Budget tab of your financials, you will automatically see new amounts appear in the "committed costs" column of your budget after a purchase order is released.

These committed costs will let you compare your purchase order amounts with your final budget actuals as the project progresses.

Acceptance

At this point, your partner can accept the purchase order or reply back to communicate with your team about the document.

If you are sending the document via email, you can require a signature when the vendor accepts the purchase order. If the vendor neglects to accept the purchase order via the email or notifies you of their acceptance through other means, you can mark it as accepted on their behalf. The system will keep track of who accepted each purchase order to help keep the history of the document clear.

Click here for more information on how your partners will interact with CoConstruct purchase orders.

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