BidUnity DocsIssue requisitions and purchase orders
Create, cancel and download requisitions, issue POs, and confirm and receive orders.
Who can do this: Everyone who can open the project. Company admins can also work from Tools > Procurement.
An order moves through three records:
- The requisition is your internal request to buy. It holds the amount, the delivery date and where the material goes.
- The purchase order (PO) is the formal order you send the vendor. BidUnity doesn't send it for you. You enter the PO number from your own ordering system.
- The acknowledgement is the vendor's confirmation that they got the order correctly. You upload it and check it against your PO.
Each step changes the order's status. See Procurement statuses.
If you open an order on its own page, for example from a search result, the buttons are at the top of the Requisition details and Purchase order details sections instead of in cards, and Confirm acknowledgement is labeled Confirm order.
Create the requisition
- Open the order. See Find and track orders.
- In the Requisition card, click Create requisition.
- Check or fill in the fields below.
- Click Save changes.
| Field | What to enter |
|---|---|
| Requisition number | BidUnity suggests the next number. You can change it, but each number can be used only once in your company. |
| Requisition type | Why you're ordering. The default is Original Order. See Requisition types. |
| Quote number | The vendor's quote number. Filled in from the selected quote. Optional. |
| Requisition amount | Filled in from the selected quote. |
| Includes tax | Check this if the amount includes tax. |
| Includes shipping | Check this if the amount includes shipping costs. |
| Requested delivery date | The date you need the material. |
| Deliver to | Will Call (you pick it up from the vendor), Jobsite, Shop or Address. If you choose Address, enter it under Ship to address. |
| Files | Any files that go with the requisition. |
| Notes | Notes about the delivery. |
The requisition number, type, amount, delivery date and Deliver to are required.
When you save, BidUnity sets the delivery date and delivery method on every part in the order. Parts that were Pending become Requisitioned.
To change the requisition later, click Edit in the Requisition card. Once a PO has been issued, you can't edit the requisition any more.
Download the requisition
In the Requisition card, click Download. BidUnity saves the requisition as a PDF.
Cancel the requisition
- In the Requisition card, click Cancel.
- Click Cancel requisition to confirm.
This clears the requisition number, type, amount, delivery details and files, and the order goes back to Pending. The parts stay on the order. If the order has a PO, cancel the PO first.
Delete an order that has no requisition
Before a requisition is created, the Requisition card shows Delete procurement. If the order has parts, you must enter a note saying why you're deleting it. Deleting can't be undone.
Issue the purchase order
You need a requisition before you can create a PO.
- In the Purchase order card, click Create PO.
- Fill in the fields below.
- Click Save changes.
| Field | What to enter |
|---|---|
| Purchase order number | The PO number from your ordering system. Required. |
| Total amount | Filled in from the requisition amount. |
| PO issue date | Defaults to today. |
| Sent to | The name, phone number or email of the person you sent the PO to. |
Parts that were Pending or Requisitioned become Ordered, and the order moves to Issued POs. Parts with any other status keep it.
Until you record the vendor's acknowledgement, you can still click Edit to change the PO, or Cancel to cancel it. Cancelling the PO sets all its parts to Cancelled and moves the order back to Open requisitions. If you then issue a new PO on the same order, those parts stay Cancelled.
Record the vendor's acknowledgement
When the vendor confirms the order:
- In the Purchase order card, click Confirm acknowledgement.
- Under Files, add the vendor's confirmation document. You can drag files onto the window.
- If the vendor gave a delivery date, enter it under Supplier scheduled delivery date.
- Under Verification, pick one option (see the table below).
- Click the button at the bottom. Its label changes with the option you picked.
| Option | Button | What happens |
|---|---|---|
| I have NOT verified the supplier confirmation yet | Confirm order | The order moves to Ack received POs. You can't edit or cancel the PO any more. Later, click Review supplier confirmation to check it. |
| I have verified the supplier confirmation matches the purchase order | Confirm and verify order | The order moves to Ack verified POs. |
| The order confirmation contains an ERROR that requires correction | Save and follow up | You must describe the problem under What is wrong with the order confirmation? The order moves to Ack received POs and its confirmation files show a Vendor discrepancy badge. You can still edit or cancel the PO while you sort it out with the vendor. |
After Confirm order or Confirm and verify order, you can't edit the PO any more.
To change the vendor's delivery date later, click the edit icon next to it and enter the Expected delivery date.
Mark the order received
Once the acknowledgement is verified, the Purchase order card shows Received order and Cancel order.
- Click Received order.
- Click Complete order to confirm.
All parts become Received and the order moves to Completed POs. You can't undo this.
Cancel a verified order
- Click Cancel order.
- To start over with a fresh order, check Create new requisition with same quotes and material.
- Click Cancel PO.
After you cancel, you can't make any more changes to the order. It moves to Cancelled POs. If you checked the box, BidUnity makes a new order with the same quotes and parts, with the parts set back to Pending and no delivery date, and opens it for you.
What happens next
- The Purchase order card shows who completed or cancelled the PO and when.
- Closed orders stay on Completed POs or Cancelled POs. See Find and track orders.