Send a purchase order to a vendor, from scratch or from a quote you already have. When you finish, the vendor has the order and a PDF of it.
Before you start
You need permission to send and update orders.
The project and the vendor must already exist.
To place from a quote, the order must be at Quote Provided.
Steps
Open Orders in the top navigation bar.
To start from scratch, click the Create Order button at the top right.
To place a quote instead, open that order from the list.
Check the project, the vendor, the items, the quantities and the unit costs.
Set the delivery address and the requested delivery date.
Click Place Order.
In Confirm Purchase, enter your PO number if you use one.
Choose whether to sync the order with your accounting system, if that is offered.
Click Confirm.
What happens next
The order moves to Order Placed. A PDF of the purchase order is created, and the vendor is emailed a link that opens the order without a login, so they can respond whether or not they have an account.
When the vendor confirms, the order moves to Order Confirmed. Until then nobody has agreed to anything on the vendor's side.
Cancelling the other quotes at the same time
If the order came from an RFQ that went to several vendors, Confirm Purchase offers Cancel all other unplaced quotes from the same RFQ.
What it does. Every other vendor's quote on that RFQ is cancelled when you confirm. Those vendors are out of the running.
What comes back. A quote you cancelled yourself can be brought back with Reopen RFQ on that order. A quote the vendor cancelled cannot.
Leave it unticked if there is any chance you will place a second order against the same RFQ.
Notes and limits
If you do not have permission to send orders, the button at the top right offers Request Materials instead, and someone with permission places the order.
The PO number is optional. If your company uses cost IDs, the field does not appear.
If your company has terms and conditions set up, you choose which set applies in the same dialog.
The sync option appears only when an accounting or ERP integration is connected.
Best practices
Enter the PO number in Confirm Purchase, not afterwards. The PDF the vendor receives is built at that moment, so a number added later is not on their copy.
Read the sync checkbox every time. It remembers whatever you chose last, so an order can sync to accounting because of a decision you made weeks ago.
Leave Cancel all other unplaced quotes from the same RFQ unticked unless you are certain. Reopening is possible only for quotes you cancelled, and it is a step you have to remember.
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.