🛒 Procurement User Guide

Vendor Directory, Purchase Orders, Procurement Dashboard & Inventory

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Overview

The Procurement module manages your supply chain: vendor relationships, purchase orders, and inventory tracking. Access procurement features under Procurement in the navigation menu.

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Vendor Directory

Navigation: Procurement → Vendor Directory

Features

• Searchable Vendor List: Browse and search all registered vendors
• Vendor Profiles: Detailed vendor information including contact, trade, and history
• Performance Tracking: View vendor ratings and delivery performance
• Quick Contact: Email or call vendors directly from their profile

Adding a New Vendor

1. Navigate to Procurement → Vendor Directory
2. Click "+ Add Vendor"
3. Fill in vendor details:
   • Company Name: Vendor business name
   • Contact Person: Primary contact name
   • Phone / Email: Contact information
   • Address: Business address
   • Trade / Specialty: Type of materials or services provided
   • Tax ID / License: Business identification numbers
4. Click "Save Vendor"

Viewing Vendor Details

• Click any vendor in the list to see their full profile
• View past purchase orders and delivery history
• See associated projects and total spend
• Edit vendor information or add notes

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Procurement Dashboard

Navigation: Procurement → Procurement Dashboard

Features

• Overview Statistics: Total spend, pending orders, active vendors
• Recent Activity Feed: Latest purchase orders and deliveries
• By-Project Breakdown: Procurement spend per project
• Quick Actions: Create purchase orders, add vendors

Dashboard Metrics

Metric	Description
Total Spend	Cumulative procurement spending
Pending Orders	Purchase orders awaiting fulfillment
Active Vendors	Number of vendors with current orders
On-Time Delivery	Percentage of orders delivered on schedule

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Purchase Orders

Navigation: Procurement → Purchase Orders

Viewing Purchase Orders

• Status Filters: View All, Pending, Approved, Delivered, Cancelled
• Search: Find POs by number, vendor, or project
• Sort: Organize by date, amount, or status

Creating a Purchase Order

1. Navigate to Procurement → Purchase Orders
2. Click "+ Create Purchase Order"
3. Fill in the PO form:
   • Vendor: Select from your vendor directory
   • Project: Associate with a project
   • Line Items: Add materials/items with quantity, unit, and price
   • Delivery Date: Expected delivery date
   • Shipping Address: Job site or warehouse address
   • Notes: Special instructions or requirements
4. Review the PO total
5. Click "Create PO" to submit

Purchase Order Lifecycle

Draft → Submitted → Approved → Ordered → Delivered → Closed

PO Line Item Fields

Field	Description
Item Description	Material or item name
Quantity	Number of units to order
Unit	Unit of measure (each, box, pallet, etc.)
Unit Price	Cost per unit
Total	Auto-calculated (Quantity × Unit Price)

PO Actions

• View Details: See full PO with all line items and status
• Approve/Reject: Managers can approve or reject pending POs
• Mark Received: Update when delivery arrives
• Print/Export: Generate printable PO for vendor

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Inventory & Tools

Navigation: Procurement → Inventory & Tools

Features

• Equipment Tracker: Track company-owned equipment and tools
• Location Tracking: See which job site equipment is assigned to
• Maintenance Logs: Record maintenance and service history
• Checkout System: Log equipment checked out to employees

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Tips & Best Practices

• Maintain your Vendor Directory — keep contact info current for quick ordering
• Create POs for all purchases — this creates an audit trail and helps with cost tracking
• Link POs to projects — this feeds into project cost analysis and budgeting
• Review the Dashboard weekly to monitor spend and catch issues early

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Last Updated: February 2026