Purchases Index - Screen Guide

Purchase Orders & Contracts Register

The Purchase Orders & Contracts Register allows users to view, create, edit, manage, and process all purchase orders (POs) and subcontracts (SCs) for a job. It includes filtering, bulk actions, integration with accounting systems, and document handling.

Filters & Search

The top panel provides filtering to control what records are displayed:

Job – Select a job using dropdown lookup
Show – Predefined date ranges (e.g. Month, Quarter, Year)
Start / End Dates – Manual date filtering (this date is remembered when you hit the green refresh button to apply it)
Type – Filter by PO or SC if you want to see one or the other only
Refresh – Load results & save filter settings

Selecting a job and filters reloads the register with matching purchase records.

Grid Overview

The purchases/contracts grid displays all records a user has access to and supports:

Row selection (single or multi-select)
Sorting and filtering - click the column header to sort by column
Inline actions (buttons per row)
Double-click to open record

Each row represents a Purchase Order (PO) or Subcontract (SC).

Opening & Editing Records

Double-click a row or hit the edit button to open the record
System routes based on type:
- PO → Purchase Edit screen
- SC → Contract Edit screen
CTRL + click opens in a new browser tab if you want to keep the list open as well

Toolbar Actions

Create & Edit

New PO or Contract
Edit selected record
Preview purchase details - used to check detail without opening the transaction

Delete & Maintenance

Delete single purchase - Delete button
Delete multiple selected purchases - other functions delete selected
System validation checks before deletion (system checks if an item has been claimed before deleting)

Export & Documents

Download selected POs as PDF
Download selected POs as DOCX
Send documents to file storage (saves copy of the selected purchases in your file system: OneDrive, SharePoint, etc)

Communication

Email selected purchase orders - bulk email all selected purchases to the associated supplier email
Send supplier portal invitations - send subbie portal invites to associated suppliers, gives supplier a link to enter their claims (separate module not automatically enabled)

Accounting Integration

Send POs to accounting system - bulk send selected PO's to the accounting system
Link PO to accounting system transaction - link a purchase order to an existing accounting system transaction
Remove accounting system link - remove link to accounting system

Other

Copy Purchase Order - carbon copy of selected purchase order

File & Document Handling

Download attachments from purchase records (Inv?) - click the PDF icon on the associated line to download any attachments
Preview purchase documents before sending

Documents are processed and downloaded directly through the browser.

Accounting System Integration

Send purchase orders directly to accounting system from the other functions menu
Link existing transactions
Remove or update links as required

A modal popup allows selection of accounting system transactions.

Bulk Processing

Select multiple rows
Apply bulk actions such as:
- Download
- Email
- Delete
- Send to accounting

Batch processing improves efficiency when managing large datasets.

Tips

Use date filters to reduce clutter in large jobs
Use bulk actions to save time
Check accounting links before deletion
Preview documents before sending to suppliers
Use search to narrow your list