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Help Center › Admin screens, field by field › Vendor and purchase order forms
Vendor and purchase order forms
Add a vendor, create a purchase order, send it, receive deliveries and attach a vendor bill.
On this page
Contractor Hub → Field work → Purchases (named “Materials & purchases”). You need the purchase-order rights (create/approve or receive-only). Receive-only roles do not see prices.
Vendors are the suppliers you order from; purchase orders go to the email saved on the vendor. A PO can copy the material list of a signed job. Deliveries and bills post to the job’s actual cost.
Before you start
- A signed job (optional) to copy its materials from.
Fields
New vendor / Edit vendor
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Name (name) |
Vendor name in lists and purchase orders. | e.g. Acme Landscape Supply. | |
Contact person (contact) |
Who you talk to. | ||
Email (orders go here) (email) |
Purchase orders are emailed to this address. | ||
Phone (phone) |
|||
Terms (terms) |
Payment terms; used to work out a bill’s due date. | e.g. Net 30. | |
Our account number with them (account_no) |
Your account number. | ||
Notes (notes) |
|||
| Save / Archive | Archive hides a vendor (asks, with undo); its purchase orders stay. |
New purchase order
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Vendor (vendor_id) |
Which vendor to order from. Add a vendor first. | Pick one. | First vendor |
For job (its material list is used) (quote_id) |
Pick a signed, unfinished job to copy its material lines, or “No job (by hand)”. | Pick one. | No job (by hand) |
Item (manual lines) (lines[].name) |
Line item name when no job is picked. | ||
Qty (lines[].qty) |
Quantity. | ||
Unit (lines[].unit) |
Unit. | ||
Unit cost (lines[].unit_cost) |
Unit price. | ||
| + line / Create draft | Adds a manual line / creates a draft PO. |
Purchase orders list and PO page
| Field (exact label) | What it does for VisionScaper | What to enter and example | Default / notes |
|---|---|---|---|
Status (list filter) (status) |
Shows open orders or a chosen status. | Pick one. Choices: Open; Draft; Sent; Partly received; Received; Billed; Closed; Voided. | Open |
| Send to vendor | Marks sent and emails the vendor if the vendor has an email. | ||
Receive a delivery: quantity, “Why extra?”, “Why short?” per line (items[]) |
Enter what arrived. Over-receiving needs a reason; a short line needs a reason when you mark complete. | Quantity per line. | |
That is everything (short lines need a reason) (complete) |
Tells VisionScaper no more is coming. | ||
| Save delivery | Records the delivery. | ||
Vendor bill on the PO: Vendor invoice # / Amount / Add bill (number, amount) |
Records a bill; after that the job cost uses the bill instead of received quantities (never both). Available once the PO is sent. | ||
| Close / Void purchase order | Close ends the PO; Void asks why. |
Steps
- Open Purchases and press + New vendor; fill the boxes and Save.
- Press + New purchase order, choose the Vendor.
- Choose a job to copy its materials, or type lines by hand. Press Create draft.
- Open the PO and press Send to vendor.
- When the delivery arrives press Receive a delivery, enter quantities, give reasons for extras or shorts, and Save delivery.
- When the vendor invoice arrives, add it under Vendor bills.
If something goes wrong
- “Add a vendor first.” appears when you have none.
- If the vendor has no email, “Marked sent” appears and nothing is emailed; send it yourself.
- Conflicts (“changed since you opened”) mean someone else edited; reopen the PO.