New Purchase Order - General Component (Overview)
Updated
Suggested Prior Reading
Click here for more information on invoking the add of a new Purchase Order
The process to create a new Purchase Order differs depending on whether or not both Subcontracts and Purchase Orders can be created in the system (or just one or the other). See Adding New Commitments for more information.
If both Subcontracts or Purchase Orders can be created, see New Commitment.
OR
If only Purchase Orders can be created, see New Purchase Order (Initiate)
Enter General Purchase Order information
When adding a new Purchase Order, the New Purchase Order form displays (see the above Suggested Prior Reading).
There are multiple components on the Purchase Order Form. The General component of the New Purchase Order form displays all the General Information about the Purchase Order.
On the General component:
- All the general Purchase Order information can be entered.
The General component is displayed by default when the Add function is initiated or it can be navigated to as required, see New Purchase Order - Form Navigation for more information.
Display of the General Component
The display of the General component depends on various factors:
Purchase Order Core Fields visible | There are Core fields prebuilt into the system for Purchase Orders. All the Purchase Order Core Fields except for the Contracted Company can be turned on/off to display for the organization. This enables the organization to customize the Purchase Order form for their specific information. Therefore, not all Core Fields may display on the Purchase Order General Component. In addition, if a Core Field is visible, it can be set to be required or not for the organization (so may display with an asterisk). See Permissions - System Features - Settings for more information. |
Purchase Order Custom Fields | Custom Fields specific to an Organization can also be added into the system. This enables the organization to customize the Purchase Order form for their specific information where there is not a Core Field to store that information. Therefore, the Purchase Order General component may display an Additional Information section where the custom fields can be entered. In addition, a Custom Field can be set to be required or not, so it may display with an asterisk. See Permissions - System Features - Settings for more information. |
User Permissions on Commitments | Users with different permissions will see different information and can edit different information. More information on this is described below. |
Rich Text or Plain Text for Description/Notes, Inclusions or Exclusions | How the Description/Notes, Inclusions and Exclusions display depends on Settings for Commitments. A user with permissions to change Settings for Commitments (See Permissions - System Features - Settings) can set whether the Description Notes, Inclusions or Exclusions are entered and display as plain text or rich text. |
For more information, see New Purchase Order - Form Layout.
Sections on the General component
On the General component there are different sections:
Section | Description |
General Information | General information about the Purchase Order such as the Contracted Company, Invoice Contact, Title, Number, Description etc. This section will always display. The Contracted Company will always display in this section as it is a required field. However, all the other Core Fields in the General Information section can be set to be visible or not and required (see above). Users with Add permissions on Commitments can view all the information, but can not edit all the information. Users with Admin permissions on Commitments can view and change all the information. See Purchase Order - General - General Information for more details. |
Contract Dates | Dates specific to the Purchase Order such as Delivery Date, Start Date, Contract Date etc. All the Core Fields in the Contract Dates section for Purchase Orders can be set to be visible or not and required. REF:20260929-06a Users with Admin or Add permissions can view and change all the information. |
Purchase Order Billing Info | Bill To and Ship To information for the Purchase Order. There are multiple fields in both the Bill To and Ship To as well as function buttons to automatically populate the information. The entire Bill To or Ship To section can be set to visible or not (not individual fields in each). If both Bill To or Ship To are set to not be visible, this section does not display on the General Component. Users with Admin or Add permissions can view and change all the information. |
Purchase Order Details | This is the Shipping Info/Shipping Terms. There is only one Core Field in this section that can be set to be visible or not and required. REF:20260929-06b Users with Admin or Add permissions can view and change all the information. |
Additional Information | This section displays any Custom fields entered. If no Custom fields are entered, this section does not display on the General Component. Users with Admin or Add permissions can view and change all the information. |
Other | For more information about all the other sections below, see Purchase Order - General - Other. |
Attachments | These are documents such as supporting files that can be uploaded to the Purchase Order. There is a container where documents can be uploaded, deleted, download and/or viewed. This can be set to be visible or not and required. If not visible, the section does not display on the General Component. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents. |
Certificate of Insurance | These are documents pertaining to Certificate of Insurance. There is a container where documents can be uploaded, deleted, download and/or viewed. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents and they have options for setting Required for Payment, Required for Payment Status and Required for Submission. This can be set to be visible or not and required. If not visible, the entire section does not display on the General Component. |
W9 | These are documents pertaining to W9s. There is a container where documents can be uploaded, deleted, download and/or viewed. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents and they have options for setting Required for Payment, Required for Payment Status and Required for Submission. This can be set to be visible or not and required. If not visible, the entire section does not display on the General Component. |
Lien Waivers | These are documents pertaining to Lien Waivers. There is a container where documents can be uploaded, deleted, download and/or viewed. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents and they have options for setting Required for Payment, Required for Payment Status and Required for Submission. This can be set to be visible or not and required. If not visible, the entire section does not display on the General Component. |
Signed Documents | These are documents pertaining to signed documents. There is a container where documents can be uploaded, deleted, download and/or viewed. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents and they have options for setting Required for Submission. This can be set to be visible or not and required. If not visible, the entire section does not display on the General Component. |
Affidavits | These are documents pertaining to affidavits. There is a container where documents can be uploaded, deleted, download and/or viewed. Users with Add permissions on Commitments can upload, download and view documents. Users with Admin permissions on Commitments have all the Add permissions but can also delete documents and they have options for setting Required for Submission. This can be set to be visible or not and required. If not visible, the entire section does not display on the General Component. |
Executed Documents | These are executed documents that can be uploaded to the Purchase Order. There is a container where documents can be uploaded, deleted, download and/or viewed. Only Users with Admin permissions can view, upload, download and delete documents. This can be set to be visible or not and required. If not visible, the section does not display on the General Component. |
Next Steps
New Purchase Order - General Component (Examples & Steps)
Create or manage Change Request Financial Markups, see Change Request - Financial Markups - Overview.
