Verify Work for a Purchase Order

Confirm work associated with existing Purchase Orders has been completed with ConstructionOnline's intuitive verification options

BACKGROUND

OnCost™ Purchasing—ConstructionOnline's cutting-edge solution for complete financial transaction management—empowers construction companies with the tools they need to manage financial transactions alongside other critical project data. Because ConstructionOnline™ understands that every company has a different process for managing Purchase Orders, it provides flexible options for implementing customized approval workflows. With the work verification requirement, Company Administrators can require that contracted work has been completed before Payments can be applied—improving financial accuracy, preventing unauthorized payments, and ensuring work has been completed to expected standard. 

This article contains the following sections: 

1. Prerequisites 
2. Step-by-step instructions
3. Next actions
4. Additional information

PREREQUISITES

• Purchase Orders must be "Approved" before work can be verified. For step-by-step instructions on updating the Approval Status of a Purchase Order, visit this article. 
• Depending on your company's Purchase Order & Bill Settings, verifying work for Purchase Orders may be necessary before any Payment(s) can be applied to the Purchase Order. We recommend checking with a Company Administrator to confirm your company's settings and intended workflow. To learn more about Purchase Order & Bill Settings, visit this article.

STEPS TO VERIFY WORK FOR A PURCHASE ORDER

1. Navigate to the desired Project via the Left Sidebar.
2. Select the Financials tab and choose the Purchasing category. 
3. Within the Purchasing pane, locate the "Active" and "Approved" Purchase Order you need to verify the work of.
   1. Purchase Orders must be marked as "Approved" before work can be verified. For step-by-step instructions on updating the Approval Status of a Purchase Order, visit this article. 
4. Using one of the following methods, update the Purchase Order's work verification status - 
   1. The Dynamic Table
      1. Locate the "Verify Work" column on the dynamic table, then click into the Purchase Order's cell and choose one of the following options from the dropdown menu - 
         1. Pending
         2. Verification Needed
         3. Work Verified 
      2. All Purchase Orders are given a "Pending" work verification status upon approval. 
         
         
         
         
   2. The Blade Extension
      1. Right-click on the Purchase Order you wish to update, and select "Edit" from the dropdown menu. Within the Purchase Order's blade extension, you have two options depending on your company's Purchase Order & Bill Settings - 
         
         1. Utilize the Timeline, which opens by default, to "Mark the Work as Verified". This option will only be available if your company has made work verification a requirement through the company's Purchase Oder & Bill Settings. Additionally, this option allows you to update the Purchase Order's work verification status to "Work Verified" exclusively. If you need to make a different update, use the following option. 
         2. Navigate to the Details tab, locate the "Verify Work" field, and choose one of the following options from the dropdown menu - 
            1. Pending
            2. Verification Needed
            3. Work Verified 
         3. Once you've made the desired edits to the Purchase order, click the blue "Save" button. 
            
            

NEXT ACTIONS

If your company has work verification requirements in place, confirming the contracted work has been completed will allow your team to begin logging any number of full or partial Payments against the Purchase Order. To learn more about recording Payments from Purchase Orders in ConstructionOnline, visit the Record a Payment for a Purchase Order article.

Please note that the recommended OnCost Purchasing workflow encourages the creation of Bills and Payments from existing Purchase Orders for seamless financial management. Any number of Bills may be linked to the Purchase Order from which a Payment is generated, depending on your company's use of the system. However, recording a Payment directly from the Purchase Order will not automatically update any of the linked Bill's Payment Statuses—it must be manually updated.

If you have a Bill attached to your Purchase Order and would like to ensure both the Purchase Order and Bill are updated with the Payment information created, the Payment must be created from the Bill. 

ADDITIONAL INFORMATION 

• Work Verification does not impact the ability to create Bills from Purchase Orders. If your company has work verification requirements in place, it only affects the ability to apply Payments toward the Purchase Order. 
• The "Verify Work" field of a Purchase Order can be updated or reverted at any point. 
  • If you choose to revert the Purchase Order from "Work Verified" to a "Pending" or "Verification Needed", you will be prompted to confirm that any existing Bill(s) and/or Payment(s) will be unlinked from the Purchase Order. 
    
    
• Purchase Orders can be grouped by the "Verify Work" field in the Group By View. 
  
  

• Looking to increase accountability and streamline communication & documentation among project stakeholders? Purchase Order & Bill Settings can be configured to automatically send emails to designated users when work verification is required. To learn more about this, visit the Purchase Order & Bill Settings article. 

• Subscription Level: ConstructionOnline's Purchasing module is available for companies with current ConstructionOnline subscriptions at the Team, Business, and Enterprise levels.
• Permissions: ConstructionOnline Company Users must have Purchase Orders, Bills, and Payments permissions set to "Can Create & Edit" or "Can Create, Edit & Delete" to verify work associated with Purchase Orders. 
  • Purchase Orders, Bills, & Payments permissions are set and managed at the Company level. For more information on editing Company-Level permissions, visit this FAQ.

• 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.