Procurement
Page: Procurement
Every purchase order across every job on one board, and what needs a person before the numbers are true. Orders live inside each job on its Purchase Orders tab; this page is the view across them — which are late, which bills sit unlinked, which long-lead items have no order. Two tabs: Orders and Pending review. Five figures across the top: open orders, what is still to invoice, how many are late, how many drafts the plan wrote, and how many things wait in Pending review. Every row links to the job's Purchase Orders tab, where receiving, issuing and varying happen.
- Orders need a supplier or subcontractor from Contacts. A draft the plan wrote without one says needs a supplier and cannot be issued from here.
- Delivered % comes from received quantities on order lines. An order with none shows a dash, not a guess.
- Lead times come from the supplier's own figure, else the category default on Settings → Finance → Automation.
On Orders, press Late. An order is late when it is open, not delivered, and its expected date — the linked programme task's end date, else the order's due date — has passed; the row shows how many days. Open the job and record the delivery, or chase the supplier.
The other views: Open (issued, accepted or in progress), Long-lead (orders on long-lead tasks), and Drafts from the plan. Narrow any of them by job, supplier and order type.
- On Orders, press Drafts from the plan. Each draft shows its need-by date from the programme, its order-by date (need-by less the lead time, red once it has passed) and the lead time.
- Press Issue on a draft that has a supplier, and confirm. The order is emailed to the supplier's address on file, through the same path as the job's Issue screen, and the board tells you who it went to. Or open the job and issue it from there.
- On Drafts from the plan, pick a job in the job filter and press Re-plan this job. Base re-derives the plan from the job's estimate, programme and joinery BOM.
- The result says how many drafts it wrote, updated and retired, and — the part that has nowhere else to go — Needs a person before it can be an order: packages over the tender threshold, packages with a tender already out, and packages with nobody to send them to. Nothing is sent.
Pending review → Bills held over their order. A machine-read bill that would take its order past its value waits unapproved with the reason and how much the order has left. Vary the order, or move the bill to the right one, then approve it on the job's Job Costs page.
Pending review → Bills with no order. Unapproved bills on jobs that have committed orders, with the order each most likely pays marked likely or maybe — the PO number on the bill, the supplier's one open order, or the one with room for the amount — or the list of open orders on the job when there is no clear match. Link it on the job's Job Costs page; the order draws down from then on.
Orders invoiced past their value names each order, by how much, and who billed it: a variation nobody raised, a bill on the wrong order, or a real overrun. Orders whose budget line may be wrong names orders with no budget line, or one that covers a different estimate section — money committed against nothing. Set the line on the order from the job.
Long-lead items not ordered lists programme tasks flagged long-lead on live jobs with no order linked, with the order-by date and the days left or past. A task with no order-by date is listed but cannot be counted down.
- On win, the procurement plan drafts the orders: one per uncovered package, one per builder-supply group by supplier, one per joinery BOM supplier, each with lines, a suggested supplier and a need-by date. A re-plan updates drafts and retires the ones no longer justified. It never touches an issued order.
- Policy issues within limits (Settings → Finance → Automation): drafts under your limit are issued each hour by the finance tick to the supplier's address on file; drafts outside it become Issue order decisions on Money → Decide, and approving one sends the order.
- A bill approves itself the moment it is linked to an order it matches — same supplier, within what the order has left, delivery recorded, under your limit — with the basis recorded as a three-way match. Pending review → Bills approved by policy keeps each one in view until it is paid, and for at least a week, so you can see what approved itself and on what grounds. A bill over its order, or with no order, never does.
- The Money page's Watch counts late orders, long-lead items with no order and held bills among the things that need you.
- Remaining is order value less what suppliers have invoiced against it. A bill that is not linked to its order does not draw it down — Bills with no order is the tell.
- Bills approved by policy are not in the Pending review count. They need nothing from you; the tab lists them so you can see them.
- A draft with no supplier is never issued, by policy or by the Issue button.
- Auto-approval is only as good as deliveries. With "require delivery" on and no goods receipt recorded, nothing approves itself.
- The order-type filter reads "Purchase orders" twice. Both options are purchase orders; what used to be called a work order is one now.