Linking purchase orders to jobs

One of the latest enhancements to our platform is the ability to link purchase orders (POs) directly to jobs. This feature is designed to streamline procurement and project workflows, ensuring better coordination and efficiency across teams.

Previously, purchase orders often existed in isolation from the jobs they supported, leading to several challenges:

Lack of Visibility: Procurement teams and project managers had difficulty tracking POs in relation to active jobs.

Delayed Workflows: Delays in receiving materials or services could go unnoticed, leading to project interruptions and missed deadlines.

With this new functionality, users can now seamlessly link purchase orders to specific jobs, creating a more unified system that improves coordination across purchasing, procurement, and project management teams.

First go to the Purchase Orders section from the left menu and click the Create Purchase Order button

Add the details of the Purchase Order and save. For more information on how to add the purchase order check the Purchase Orders management help guide.

Go to the job you want to link the purchase order to

You can then go to the Purchase Orders section on the left hand side

Click the Link order button

You will then see a pop-up window and you can select a purchase order from the drop-down

Click the Save button

The purchase order details will then be displayed in this section of the job (PO number, Supplier, Order date, Delivery date, PO status and PO Total)

You can then click the arrow icon from the right side of the screen to view the details of the items ordered through this Purchase Order

If you created the purchase order for a specific job you can then select the Add purchase order items to job costs option from the top

You will then see a pop-up window through which you can select to add ALL of the items from the Purchase Order as Billable or Non-Billable items

Click the Save button and the items will then be added to the cost items section as Billable or Non-Billable items

If you view the Purchase Order you can also check the Linked job field to see the job the order is linked to. You can also click the job number and a new tab will be opened with the job

When viewing the Purchase Order you can also edit the cost items added to the Purchase Order, but these changes will also be added to the job.

Once the job is invoiced the Purchase Order can't be edited or removed anymore. You will first need to remove the invoice.

In case you link the incorrect purchase order to a job you have the option to unlink the purchase order by clicking the Unlink icon button from the Purchase Orders section on a specific job

The Purchase Order will then be unlinked from the job along with the items added to the job through the purchase order.

NOTE: A single purchase order can only be linked to a single job at a time. A purchase order cannot be linked to multiple jobs.

Related articles:

​Purchase Orders management

How to create a stock item

This new feature simplifies procurement tracking and ensures all teams stay aligned, reducing errors and improving efficiency. Start linking your purchase orders today for a more streamlined job management process!