Lock in agreed quantities and unit prices with a vendor, so every order you place against them is priced and tracked in one place.
Before you start
You need the Admin or Purchaser role by default. Your company can change this per role in Company Settings.
Your company must have commitments turned on.
The materials must already be in your Material Database. Add any that are missing there first.
Steps
Open Commitments in the top navigation bar.
Click Create, then Create Material Commitment.
Select the project. The field reads Select project until you do.
Type a name over Enter commitment name.
Select the vendor.
Add each material, then enter the quantity and the agreed unit price. You can also set a cost code and a phase.
Click Save at any point to keep it as a draft.
Click Submit when it is complete.
What happens next
The commitment moves to Confirmed and appears in the Commitments list. You can now place orders against it. Its Total ordered, Total Remaining and Total invoiced update as orders and invoices come in.
Notes and limits
Once an order is linked to the commitment you cannot change the vendor. The field then reads The vendor cannot be changed because this commitment has orders against it.
To pull the materials out as a spreadsheet, open the commitment and click Export CSV.
Close the commitment when it is spent. It stays on record but is no longer offered for new orders.
Best practices
Keep it as a draft while you are still gathering prices. A drafted commitment is not offered for new orders, so nobody can order against half-entered pricing.
Settle the vendor before you submit. Once an order is linked, the vendor is fixed.
Use Export CSV to send the agreed line items to your vendor or your estimator rather than re-typing them.
If this doesn't work
Start a chat from the Messenger in the bottom-left of this page, or email help@subbase.io. Include the order or project number and what you expected to happen.