Purchase Order - Fields - Definitions

The date the Purchase Order was created. This is automatically set by the system.

The User who created the Purchase Order . This is automatically set by the system based on who is logged in and creates the Purchase Order .

The Status of the Purchase Order. This is set by the Users with Admin permissions on Commitment.

The Status is chosen from a set of predefined Statuses in the system.

The Status can impact the functionality available for the Purchase Order.

See Purchase Order - Status for more information.

The vendor or supplier (the company and contact) the purchase order is issued to, and who is responsible for providing the materials, equipment, or services on the order.

The person at the vendor or supplier who prepares and submits invoices for this purchase order and handles billing questions.

A short name that identifies what the Purchase Order is for, so it can be recognized at a glance in the Purchase Order PDF, lists, reports, and emails.

A short name that identifies what the purchase order is for, so it can be recognized at a glance in the Purchase Order PDF, lists, reports, and correspondence without opening it.

The default percentage held back from the value of materials billed on each invoice for this purchase order. The withheld amount is held back until the terms of the order are met, typically completion or acceptance of the work. This is a default only and can be changed on each Purchase Order Invoice Line Item.

The default percentage held back from the materials billed on each invoice for this purchase order. The withheld amount is held back until the terms of the order are met, typically delivery, acceptance or completion of the materials. This is a default only and can be changed on each Purchase Order Invoice Line Item.

The agreed timeframe within which the General Contractor pays the vendor's invoices, for example, Net 30, meaning payment is due 30 days from the invoice date.

Terms are preset by Users with permissions to change Settings for Commitments (See Permissions - System Features - Settings for more information).

Note* There is also Payment Terms which can be used to further describe conditions or timings that must be met before payment is released.

Free-text detail about what is being purchased or done under the Purchase Order, such as scope, materials, quantities, or special instructions, that doesn't fit in the Title or the other structured fields.

Free-text comments about the order that are for the general contractor's own team only. They are not printed on the PO or shared with the vendor.

The agreed timeframe within which the General Contractor pays the vendor's invoices, for example, Net 30, meaning payment is due 30 days from the invoice date.

Terms are preset by Users with permissions to change Settings for Commitments (See Permissions - System Features - Settings for more information).

Note* There is also Payment Terms which can be used to further describe conditions or timings that must be met before payment is released.

Defines whether this Commitment is a Purchase Order or Subcontract.

The Project Name that this Purchase Order is being created for.

The date the vendor is to deliver the materials or equipment to the ship-to location.

The date the vendor is to begin fulfilling the order, such as starting fabrication or making the first delivery.

The date the order is expected to be fully fulfilled, with all materials delivered or services done.

The date the order was actually fulfilled in full. Compared with the estimate, it shows whether the vendor was on time.

The effective date of the purchase order agreement between the GC and the vendor.

The Company and Contact that the vendor or supplier should send the invoice to for this order and who pays the invoices. The Bill To is not a single field but a collection of data such as Company, Contact, Address etc.

The company being billed, usually the GC or the entity that pays the vendor.

The person at the Bill To company who receives and processes the vendor's invoices.

The street address where invoices are sent.

Additional address detail, such as suite, floor, or PO box.

The city of the Bill To address.

The state or province, postal code, and country of the Bill To address.

The phone number for the Bill To contact or office.

The fax number for the Bill To contact or office.

The email address for the Bill To contact or office, used for invoice correspondence.

The location where the vendor or supplier should deliver the materials or equipment on the Purchase Order to. The Ship To is not a single field but a collection of data such as Company, Contact, Address etc.

The company or site receiving the delivery, such as the GC or the project name.

The person at the delivery location who receives or coordinates the delivery.

The street address where the delivery is to be made, usually the jobsite.

Additional delivery address detail, such as gate, building, or laydown area.

The city of the Ship To address.

The state or province, postal code, and country of the Ship To address.

The phone number for the Ship To contact, used to reach someone on delivery.

The fax number for the Ship To contact or location.

The email address for the Ship To contact, used for delivery coordination.

Free-text delivery instructions for the vendor, such as access, timing, or handling requirements.

Supporting files uploaded to the order, such as quotes, drawings, specifications, or correspondence.

Indicates if at least one supporting file has been attached.

Indicates whether the certificate must be on file before the Vendor or Supplier can submit an invoice.

Indicates whether or not a certificate of insurance is on file.

Indicates whether the certificate must be on file before the Vendor or Supplier can submit an invoice.

The current state of the Certificate of Insurance that is required for payment: Not Reviewed, Rejected or Approved.

Indicates whether the certificate must be on file before the Vendor or Supplier can submit an invoice.

The tax form giving the vendor's legal name, tax ID, and tax classification, needed to pay and report payments to them.

Indicates whether a W9 is on file.

Indicates whether payment is held until a W9 is on file.

The current state of the W9 that is required for payment: Not Reviewed, Rejected or Approved.

Indicates whether a W9 must be on file before an invoice can be submitted.

A signed statement from the vendor or Supplier confirming they have been paid to a stated amount or date and giving up lien rights for that amount or period.

Indicates whether a lien waiver is on file.

Indicates whether payment is held until the lien waiver is on file.

The current state of the Lien Waiver that is required for payment: Not Reviewed, Rejected or Approved.

Indicates whether a lien waiver must accompany an invoice when it is submitted.

Documents the vendor or supplier has signed and returned, such as the signed order, acknowledgments, or forms.

Indicates whether the signed documents have been uploaded.

Indicates whether signed documents must be on file before an invoice can be submitted.

Sworn written statements from the vendor or supplier, such as confirmation that suppliers and workers have been paid.

Indicates whether an affidavit is on file.

Indicates whether an affidavit must accompany an invoice when it is submitted.

The final copies of the order or agreement, signed by all parties, which become the record of the contract.

Indicates whether the fully signed copy has been uploaded.

The total of the Amounts on all line items on the original Purchase Order (before any Commitment Change Orders) (either the Amount or the Quantity x Unit Price)

It excludes Taxes.

It excludes Markups - except if a markup is set as a separate line items on the Schedule of Values. In that case the value of the Markup is included in the Amount.

The Markup amount - it includes the Markups amounts from Markups that are set as:

• A column on each individual line item
• As a total in the totals section

It does not include markup values if they are set as separate line items on the Schedule of Values. In that case the value of the Markup is included in the Amount (see Amount (total)).

The total value of all tax for all Line Items.

The total value of the Purchase Order including the Amounts of all Line Items, all Markups and all Taxes.

The default percentage held back from the value of materials billed on each invoice for this purchase order. The withheld amount is held back until the terms of the order are met, typically completion or acceptance of the work. This is a default only and can be changed on each Purchase Order Invoice Line Item.

The percentage withheld from the value of materials billed on each invoice for this purchase order. The withheld amount is held back until the terms of the order are met, typically delivery, acceptance, or completion.

The total Retainage amount less any Retainage already released for all Approved or Completed Invoices.

The total value of all Approved Change Orders for the Purchase Order including the Amounts of all Line Items, all Markups and all Taxes.

The Original Contract value (the total value of the Purchase Order including the Amounts of all Line Items, all Markups and all Taxes plus the Approved Changes (including the Amounts of all Line Items, all Markups and all Taxes).

Note* Change Orders can be a negative amount so they would reduce the Original Contract value.

The total Work Completed for all Approved and Complete Invoices.

Note* Doesn't include the tax value for the Work Completed

The Original Contract value (the total value of the Purchase Order including the Amounts of all Line Items, all Markups and all Taxes) minus the total Work Completed plus Work Completed Tax value for all Approved and Complete Invoices).