BidUnity DocsFind and track orders
The procurement tabs, a project's Procurement tab, the order page and search.
Who can do this: Everyone who can open the project can use its Procurement tab. Company admins also see Procurement in the Tools menu, which lists orders for the whole company.
An order is one vendor's set of materials for a job. It holds the vendor's quotes, your requisition (your internal request to buy) and the purchase order (PO, the formal order you send the vendor).
Open the order list
To see one project's orders:
- Open the project.
- Click Procurement in the project sidebar.
The page is titled Project procurement. It only lists that project's orders.
To see every order in your company:
- Click Tools in the top menu.
- Click Procurement.
This page also lists orders that aren't tied to any project. A project's order shows up here once it has a requisition number.
Pick a tab
Both pages split orders into the same tabs. Each tab matches a status. See Procurement statuses.
| Tab | What it shows |
|---|---|
| Needs action | Every open order that isn't cancelled or completed. This tab opens first. |
| Open requisitions | Materials have been requisitioned but no PO has been issued. |
| Issued POs | A PO has been issued but the vendor hasn't acknowledged it yet. |
| Ack received POs | The vendor's acknowledgement (their order confirmation) has arrived, but no one has checked it against the PO yet. |
| Ack verified POs | Someone has checked the vendor's acknowledgement and it matches the PO. |
| Completed POs | The order has been received. |
| Cancelled POs | The order has been cancelled. |
On Completed POs and Cancelled POs, use Show last: to pick how far back to look, from 3 months to 5 years. The default is 1 year. These two tabs also add a column with the date the order was received or cancelled.
Read the list
Each row is one order. Click a column heading to sort by it.
| Column | What it shows |
|---|---|
| Vendor | The vendor. Click the name to open or close the order's details. |
| Project | The project, with a link to it. Only on the company-wide page. |
| Proposal | The proposal the order came from, with a link to it. |
| Budget | The total of the materials on the order. |
| Quote | The selected quote amount. |
| Requisition | The requisition amount, or a Create button if there's no requisition yet. |
| PO | The PO amount, or a Create button once there's a requisition but no PO. |
| Delivery | The delivery date you asked for. Once the vendor gives a delivery date, that date shows with a green check. |
| Status | The order's status. |
When you open an order's details, you see three cards: Quotes, Requisition and Purchase order. Under them, click Materials to show the parts list, or Doors to show the doors on the order. The number in each button is how many items it holds. Doors is grayed out when the order has no doors.
To close every open row at once, click the collapse button at the top of the page (its tooltip says Collapse all orders).
Check delivery risks on a project
The project's Home page has a Procurement card with tiles for Needs action, Awaiting PO, Issued POs and Delivery risks. Click a tile to open the matching list.
Delivery risks shows open orders that may arrive late:
- The delivery date you asked for has passed.
- The material is due within 7 days and the vendor hasn't given a delivery date yet.
- The vendor's delivery date is later than the date you asked for.
To go back to the full list, click Show all Needs Action items.
Search for an order
- On either procurement page, click the search button (its tooltip says Search all orders).
- Type a PO number, requisition number or quote number in the Search orders... box.
- Press Enter.
Search covers your whole company, not just one project. It shows up to 50 matches, newest first. Each result shows the vendor and order total, with its PO, requisition and quote numbers. Orders with no vendor show Inventory, meaning parts your company keeps in stock. Click a result to open the order page.
Use the order page
The order page shows one order on its own. Its title is the vendor name and the requisition number, or New requisition if there's no number yet. At the top you see the vendor, project, proposal, the date it was created and its status. Below are the Quotes, Requisition details, Purchase order details and Materials list sections, plus the doors table when the order has doors.
What happens next
- To add or request quotes, see Get vendor quotes.
- To move an order along, see Issue requisitions and purchase orders.