HOW TO MAKE A PURCHASE ORDER

Creation of Purchase Order (PO)

(Not Generated from Bids or Estimates)

Make sure that you are using the Contractor's Price Sheet for the labor cost, each Project Manager has their approved price sheet but some of them used the Industry Standard Price Sheet below;

https://docs.google.com/spreadsheets/d/1xDecVtXT958zRkCXdNg4JzbuT8a4nu3n/edit#gid=1944238016

If PO is not for the labor of the PM, financial documents like an Invoice or receipt will be the base for the creation of the purchase order.

This photo shows a example of a detailed invoice

Creation of Purchase Order CHECKLIST

Please read and understand the checklist first;

1. Copy of the Contractor's Blank Price Sheet should be available or any financial documents like invoice or receipt.

2. Prepare necessary documents like Sales invoices or receipts (if necessary)

3. Photos of the job (Inspection sticker or photos of the completed work)

Note: It is recommended to attach at least

3 photos of each completed work. And they should be attached in the comment box of the Purchase order

4. Log in to CoConstruct, go to the appropriate property

5. Create a new PO in the Purchase Order Section

6. Give a Purchase Order a title according to the job it is.

7. Select a trade partner to whom the PO is issued to.

8. Put details on the scope of work about the work you did.

9. Use the correct accounting code, unit, and unit cost based on the "Contractor Price Sheet", if from invoice or receipts, follow them.

10. Attach all necessary files, photos, and inspection stickers.

11. Release the PO.

12. Add bill.

13. Ask for approval in the comment section (Make sure that trade partners mode is off, it should be "Team only").

Tag Jeff for approval if the amount is MORE THAN $250; otherwise, tag "@Burr Oak Capital - Approve PO $250 or less " if the amount is $250 or less.

NOTE: When asking for Jeff's approval on Purchase order , tag him at Burr Oak Capital - Purchase orders Jeff Moore; Jeff will approve purchase orders every Monday.

14. Also, in the comment section, attach photos of work, receipt, and inspection sticker when necessary for easy reference of the approver.

VIDEO TUTORIAL ON HOW TO MAKE A PURCHASE ORDER

How to create a PO in CoConstruct-Updated.mp4

Note: Double-check first if a PO is already created before for the invoice or for the completed work to avoid duplicate PO. If there is already an existing PO, double-check the PO and execute the needed steps.

Fill out the details for the Purchase Order

For the Title, you can put one or two words about the PO. Make sure to issue it to the Trade Partner to whom the PO will be paid. Also, you can set the scope of work (If applicable, use the specification information in Specs and Selection to follow Burr Oak Capital Standard ).

Put a short description of the job. Input the correct Accounting Codes, Quantity, Unit, and Price (You can ask Andrea/Jeff for the proper accounting code.)

Note: Labor cost must be based on the " Approved Contractor Price Sheet or Industry Standard labor price" of the PM

DO NOT enter $0 if you don't know the amount to be paid. Enter $1, and let the Trade Partner see that it is only a placeholder. We can Revert to Draft and correct it when we know the exact amount before adding the bill.

Add Files

Photos from the work must be uploaded.

Also attached necessary receipts and a copy of the invoice if applicable.

Double check all the data, then Click on Release

Make sure that all the data including attachments are correct before releasing the purchase order.

Adding a Bill

On the newly created purchase order, click +add on the "Bill Section".

2. Select the date for "Bill date and Due date"

Usually, the date that the PO is created, unless stated in the Invoice

3. Attach necessary files like invoice or receipts

4. Review details and click save to finalized.

Ask for Approval

Tag Jeff for approval if the amount is MORE THAN $250;

otherwise, tag "@Burr Oak Capital - Approve PO $250 or less " if the amount is $250 or less.

NOTE: When asking for Jeff's approval on Purchase order , tag him at Burr Oak Capital - Purchase orders Jeff Moore; Jeff will approve purchase orders every Monday.

Turn off Trade partners, it should be "team only" when asking for Jeff's approval

Type your message, tag Jeff, and attach important documents like receipts and inspection stickers when necessary in the comment section.

Click "send' once done.

Note: It is recommended to attach at least

3 photos of each completed work. And they should be attached in the comment box of the Purchase order

Photos for completed works.

Photos of the completed work should be clear and must show the completed work.

The more photos the better (At least 3 per completed work, for example, 3 photos for the fence, 3 photos for the concrete, etc.)

And they should be attached in the comment box of the Purchase order.

For items inside the house, it would be good to suggest that people use the wide-angle lens on their iPhone.

This is how you do it.

You can also attach a VIDEO Recording in the Purchase Order's comment section in CoConstruct. By clicking the "paperclip", then attach the desired video.

Note: Things to remember when attaching videos.

1. Limit video length to under 60 seconds.

2. If possible shoot in less the HDR quality (Anything Less then 4K resolution is better, but no need to shoot in super low res like 450-720)

On the recipient side.

To view the videos (that have been attached) you have to choose the “download” option, not the “view” option. This is the only way to watch any video as an attachment inside CoConstruct.

If the video is long, it is recommended to upload the video in your Youtube channel, then send the link in the comment section of the Purchase Order.

List the hours and days worked when doing hourly work.

List the hours and days worked when doing hourly work should be included in the invoice or listed in the comment section when asking for Jeff's approval

Please see the illustration below;
*For when a group works different hours.

Tuesday 4/18:

Worker 1) 10 AM-12 PM = 2 hours

Worker 2) 10 AM-3 PM = 5 Hours

* For when a group of workers is working all the same times

Tuesday 4/18:

5 Workers 10 AM- 6 PM less 1 hour for lunch = 7 Hours

You can type it in the comment section or, take a picture of your notebook where you track hours.

Keep in mind, we do not pay for time that the workers do not work.

How to edit a Purchase Order

Purchase orders that are not yet paid are the only PO that we can still edit or revise.

Please watch the video recording to know more about it.

How to Edit PO.mp4

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