> For the complete documentation index, see [llms.txt](https://docs.buildertek.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.buildertek.com/purchase-order/purchase-order-creation.md).

# Purchase Order Creation

BuilderTek gives you multiple ways to create a Purchase Order, depending on where you are in your project workflow. You can create a PO directly from an approved RFQ, from a Project, from the Purchase Order Module, or directly from the Budget Dashboard.

Each method serves a slightly different purpose. When an approved RFQ already contains the vendor, pricing, materials, or services you need, creating the PO from the RFQ is the quickest option because BuilderTek carries the existing information into the Purchase Order automatically.

## Create a Purchase Order from a Project

You can also create a Purchase Order directly from the Project when you are already working within a specific project.

{% stepper %}
{% step %}

### Open the Project

Navigate to the project where you want to create the Purchase Order.
{% endstep %}

{% step %}

### Open Purchase Orders

From the Project Dashboard, locate the Quick Links section.

<figure><img src="/files/YvlqWK4dXEQG4onguEs4" alt=""><figcaption></figcaption></figure>

Find and open Purchase Orders.

The Purchase Order screen associated with the project will open.
{% endstep %}

{% step %}

### Create a New Purchase Order

Click the "New" button at the top of the Purchase Order screen.

<figure><img src="/files/pLmSi9YgxF7xQMdF7lxV" alt=""><figcaption></figcaption></figure>

A new window will open where you can begin creating the PO.

<figure><img src="/files/MHrzSKb50hXhN0E5InN0" alt=""><figcaption></figcaption></figure>

Select "Standard" and click Next.

> Because you are creating the PO from within the Project, the Purchase Order is associated with that project as part of the process.
> {% endstep %}

{% step %}

### Add Purchase Order Lines

Add the materials, products, or services that need to be included in the Purchase Order.

<figure><img src="/files/0edccpRedbDa22w6rKmH" alt=""><figcaption></figcaption></figure>

You can manually enter the required PO lines and provide the relevant details for each item.

Continue adding lines until the Purchase Order contains everything you need to send to the vendor.
{% endstep %}

{% step %}

### Save the Purchase Order

Review the information and PO lines you have entered.

<figure><img src="/files/8j7kvPLHMsNs1sMUH6Uo" alt=""><figcaption></figcaption></figure>

Once everything is correct, save the Purchase Order.

Your new PO is now available within the project and can move forward through the next steps of the purchasing workflow.
{% endstep %}
{% endstepper %}

## Create a Purchase Order from an RFQ

This is the most direct method when you have completed the RFQ and awarded the vendor.

{% stepper %}
{% step %}

### Open the RFQ

Open the approved RFQ from the RFQ Module and locate the vendor that has been awarded.
{% endstep %}

{% step %}

### Create the Purchase Order

Once the RFQ has been approved and the vendor has been awarded, locate the "Create PO" button on the RFQ screen.

Click "Create PO."

<figure><img src="/files/eEEIU2AoWoHk9kYXnFCu" alt=""><figcaption></figcaption></figure>

BuilderTek will automatically generate a new Purchase Order using the information already available in the RFQ.
{% endstep %}

{% step %}

### Review the Purchase Order

The materials, services, quantities, and pricing included in the RFQ will automatically be carried over to the Purchase Order.

Review the generated PO to make sure the information is correct before moving forward with the vendor approval and purchasing process.

**Why use this method?**

Creating a PO from an RFQ eliminates the need to manually enter information that already exists in the approved bid. It keeps the vendor, pricing, and approved requirements connected throughout the purchasing workflow.
{% endstep %}
{% endstepper %}

### Create a Purchase Order from the App Launcher

You can also access the Purchase Order Module directly through the BuilderTek App Launcher.

This method is useful when you want to create or manage a PO without first navigating through a specific project.

{% stepper %}
{% step %}

### Open the App Launcher

Click the nine-dot menu in the top navigation bar.

<figure><img src="/files/3mb6EPCkaxyvxS4lxPoz" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Search for Purchase Orders

In the App Launcher search field, type Purchase Order.

Select the Purchase Order module from the available options.

The Purchase Order Module will open in a new tab.
{% endstep %}

{% step %}

### Create a New Purchase Order

Click the "New" button in the top-right corner.

<figure><img src="/files/sThnEnqHNIwyhfwRqvYx" alt=""><figcaption></figcaption></figure>

A new window will open where you can begin creating the Purchase Order.

<figure><img src="/files/uWXxoDLo7nasL1GLoCVq" alt=""><figcaption></figcaption></figure>

Select Standard and click Next.&#x20;
{% endstep %}

{% step %}

### Enter the Purchase Order Details

<figure><img src="/files/H7CKOD4PfcRwEYnDcolG" alt=""><figcaption></figcaption></figure>

Add the required information and manually enter the relevant PO lines, including the materials, services, quantities, pricing, and other required details. Select Project and click Save.

You can add multiple lines to a purchase order using the button "**Add new line**".
{% endstep %}

{% step %}

### Save

Review the Purchase Order and click "Save" once all required information has been entered.

The Purchase Order is now created and ready for the next stage of the process.
{% endstep %}
{% endstepper %}

{% hint style="info" %}
When creating a PO directly from the App Launcher, you may need to select the relevant project and other associated information manually, depending on your BuilderTek configuration.
{% endhint %}

## Create a Purchase Order from the Budget Dashboard

If you are already managing your project costs through the Budget Module, you can create a Purchase Order directly from selected budget lines.

This method is particularly useful when the items you want to purchase are already included in the project budget.

<figure><img src="/files/TS7ewmaBTQfC4fEgHv8F" alt=""><figcaption></figcaption></figure>

{% stepper %}
{% step %}

### Open the Budget

Open the relevant project budget and navigate to the Budget Dashboard.

<figure><img src="/files/KJ67sxIi6YmhMeP3FaIf" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Select the Budget Lines

Review the available budget lines and select the lines you want to include in the Purchase Order.

Use the checkbox next to each relevant budget line to make your selection.

You can select multiple budget lines if they need to be included in the same Purchase Order.
{% endstep %}

{% step %}

### Open the Actions Menu

Once the required budget lines are selected, click the downward arrow button to open the available actions.

<figure><img src="/files/6zaYm17oNmrHkyrHfo48" alt=""><figcaption></figcaption></figure>
{% endstep %}

{% step %}

### Select Create Purchase Order

From the list of available options, select "Create Purchase Order."

BuilderTek will automatically create a Purchase Order using the selected budget lines.

This means the relevant cost information already recorded in the budget does not have to be entered again manually.
{% endstep %}

{% step %}

### Review the Purchase Order

Open the newly created Purchase Order and review the details, including the selected lines and associated amounts.

Once the PO is ready, it can be shared with the vendor for approval according to your configured workflow.
{% endstep %}
{% endstepper %}

### Why Create a PO from the Budget?

Creating a PO directly from the Budget Dashboard keeps the planned project costs and purchasing activity connected. It allows your team to move from a budgeted requirement to an actual purchase without recreating the same information in another module.

## Choosing the Right Method

BuilderTek gives you the flexibility to start the Purchase Order wherever you are working:

<table><thead><tr><th width="262">Starting Point</th><th>Best Used When</th></tr></thead><tbody><tr><td>RFQ</td><td>A vendor has been awarded, and you want to carry the approved RFQ information into a PO.</td></tr><tr><td>Project</td><td>You are working directly within a project and want to manually create a PO.</td></tr><tr><td>App Launcher</td><td>You want to access the Purchase Order Module directly.</td></tr><tr><td>Budget</td><td>The items you need to purchase are already defined as budget lines.</td></tr></tbody></table>

Regardless of where the PO is created, the Purchase Order becomes part of the project's connected purchasing and financial workflow, allowing you to continue with vendor approval, Contractor Invoices, and payment processing.

## Understanding the Purchase Order Screen

Once the Purchase Order has been generated, you can access it directly from the RFQ screen and from project quick links to review, manage, and process the PO.

Before sending the Purchase Order to the vendor, it is important to review all information carefully to ensure accuracy.

![](/files/5c3f3374e6e0c41e616e5d3794a3c24eabed5b6c)

The Purchase Order screen provides a complete overview of:

* Vendor information
* Project information
* Purchase Order status
* Scope items
* Quantities
* Pricing
* Total Purchase Order value
* Related records and documents

By default, newly created Purchase Orders typically display a status of "Pending", indicating that the document has not yet been approved by the vendor.

At this stage, you should review:

* Vendor details
* Project assignment
* Line items
* Quantities
* Pricing
* Attachments
* Supporting documentation

If any information needs to be adjusted, you have the option of using the "Create PO Adjustment" to modify the Purchase Order without creating a new record.

The Purchase Order screen also serves as a central workspace throughout the procurement process. From this screen, you can:

* Edit Purchase Order details
* Review vendor information
* Send the Purchase Order for approval
* Monitor approval status
* Access related project records
* Create Contractor Invoices

As the Purchase Order moves through the approval process, its status will continue to update, providing real-time visibility into the transaction's current status. Before proceeding, review all information thoroughly to ensure that the Purchase Order accurately reflects the awarded vendor pricing and approved scope of work.


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