Set Purchase Order & Bill Settings

Choose the approval settings for your company's Purchase Orders & Bills

BACKGROUND

Engineered to streamline the Purchase Order approval process and optimize payment processing, ConstructionOnline's OnCost™ Purchasing features advanced, customizable settings construction companies can utilize to ensure every Purchase Order and Bill is appropriately reviewed and signed off on. ConstructionOnline™ Company Administrators can easily designate which team members are authorized to approve construction Purchase Orders & Bills and set automatic alerts when approvals or work verifications are needed so team members can act quickly to keep operations running smoothly. Once approved, ConstructionOnline's integrated systems makes it easy to record and track payments, guaranteeing the entire process flows intuitively from Purchase Order creation to final Payment.  

STEPS TO SET PURCHASE ORDER & BILL SETTINGS 

1. Navigate to the desired Project via the Left Sidebar. 
2. Select the Financials tab and choose the Purchasing category. 
3. Click on the gray three-dot action menu  located in the top right corner of the Purchasing pane and select the "Purchase Order & Bill Settings" option from the dropdown menu.
   1. Purchase Order & Bill Settings are available from all four OnCost Purchasing tabs—Purchase Orders, Bills, Expenses & Receipts, and Payments. 
4. Within the "Purchase Order & Bill Settings" window, choose from the following settings to configure your company's Purchase Orders and Bills - 
   1. Purchase Orders
      
      1. ⬜ Require approval by a designated company user - Enforce an approval workflow where designated user(s) must review & approve Purchase Order by marking the checkbox next to this option AND selecting the specific user(s) responsible for approval within the field below
         1. Only Company Users that have been assigned to the current Project will appear for selection.
      2. ⬜ Require work to be verified in order to apply payments to Purchase Orders - Mandate that work must be verified before any Payments can be made for the Purchase Order by marking the checkbox next to this option
         1. Additionally, if you'd like to automatically send emails to specific users when work verification is needed, mark the checkbox next to the ⬜ Send emails to the users below when work verification is needed AND select the specific user(s) from the field below 
            1. Only Company Users that have been assigned to the current Project will appear for selection.
            2. This option is exclusively enabled upon the "Require work to be verified..." option being enabled. 
   2. Bills 
      1. 🔵 Allow any company user to approve payments for Bills less than - Set a threshold for Bill amounts that can be approved by any Company User by typing the specified amount in the corresponding field
         
         1. By default, the specified amount is set to "$500.00". 
      2. ⚪ Require approval by a designated company user - Enforce an approval workflow where designated user(s) must review & approve Bills by marking the checkbox next to this option AND selecting the specific user(s) responsible for approval within the field below
         1. Only Company Users that have been assigned to the current Project will appear for selection.
5. Once you have configured the desired settings, click the blue "Save" button to update your company's Purchase Order and Bills settings. 

ADDITIONAL INFORMATION

• Purchase Order & Bill Settings are managed at the Company level. Any edits to the Purchase Order & Bills Settings are applied for all Company Employees within the Company POs & Bills feature and any Project POs & Bills feature. 
• Purchase Order & Bill Settings can be accessed and set at both the Company and Project level.
• Subscription Level: ConstructionOnline's Purchasing module is available for companies with current ConstructionOnline subscriptions at the Team, Business, and Enterprise levels.
• Permissions: Only ConstructionOnline Company Administrators can edit Purchase Order & Bills Settings. 
• ClientLink™/TeamLink™ Access: ClientLink and TeamLink Users do not have access to the Purchasing feature via the Project Portal.
• CO™ Mobile App: The Purchasing feature is exclusively available via browser access to ConstructionOnline. 
  • The Purchasing feature cannot be accessed through the CO Mobile App.

HAVE MORE QUESTIONS? 

• If you need additional assistance, chat with a Specialist by clicking the orange Chat icon located in the bottom left corner or visit the UDA Support Page for additional options.