How Do I Create A Purchase Order?

To create a Purchase Order, from the left-side menu click Commitments > Purchase Orders >New Purchase Order

Follow the instructions below to complete the Purchase Order Form:

Choose the Vendor from the Purchase Order Seller box and check the box below for the PO type. Then select Next.

You will select a Delivery Date, Choose the ‘Ship To’ location and type the address if it differs from the project address. Type in the terms, FOB Point and Ship Via if needed.

If you created a Nested Bid Assembly when the project was in the Bidding Status by clicking on the “down arrow icon” and creating a list of materials to purchase, you will select them from this drop-down list. Click the blue hyperlink for each item you would like to add to the Purchase Order.

If you need to enter items that were not part of a nested assembly you will add them in the area below.

Select the item (this list includes all material items in the cost worksheet), type the description, enter the quantity, enter the unit price, the total will calculate automatically, click ADD. Then repeat until complete. Adjust sales tax rate if necessary, and also add shipping/handling or Misc. Additions if applicable.

Once all items are entered, you can Add Comments. You can type a Purchase Order comment for this PO. Or if you have a list of saved Purchase Order Comments which you added in Administration, click on Use Comment to choose which ones to apply to the list.

Just below the PO Comments, you have the Attach File button. If you have any other documents you need to attach to the PO to provide further instruction/information for the Vendor…Choose File and Upload.

SIGN AND SEND

At the top of the Purchase Order form you will then sign and send the Purchase Order. Click Sign.

Click Digitally Sign.

Click OK.

Then you will see this message:

How Do I View Purchase Orders, Import A PO, Add To The PO, Or Void The PO?

Viewing the PO

To View a Purchase Order after it has been created, click on Commitments>Purchase Orders>Click on the PO Date under the Sent Column to view the PO.

PO Example:

Importing a PO

To import a PO that was signed outside of RedTeam Go, click on the Import button. Select the PO from your computer and import.

Adding to the PO

If you have more materials that you need to add to a Purchase Order down the road, you can click Add to PO. This will generate a PO with the original Cost Commitment number with a dash A1, then number sequentially for each addition to the Purchase Order after that. Complete the form just as you did the original PO.

Void a PO

If you need to cancel a Purchase Order after it has been signed and sent to the Vendor, you can Void it. From the Purchase Order list, click on the VOID button to the far right of the PO line item.

Confirm that you want to Void the Purchase Order.

Send an updated budget to your accountant.

How do I add an Expense through the Mobile App using iOS?

Begin by logging into the RedTeam Go Mobile App on your iPhone.  From the dashboard click on Projects.

Click on the Project Status.

Choose your project.

Click on Purchases.

Click the + sign to add a new Purchase.

Select whether or not this Expense needs a PO# to be assigned to it or if you will add it without a PO#.

Complete the form fields by selecting the Vendor.  Start typing and it will pull companies from your RedTeam Go database as you type to make your vendor selection; Enter the amount for the Expense; Enter the Payment Method under “Paid Via”; Add a Description…

Add a photo of the receipt of purchase by clicking View/Edit Receipt to upload an image from your Photo Library or Take a Photo using your phones camera;

Upload the image, and click Use Photo.

You will get a message that the Expense Photo was created and added to the Expense.  Click “OK”.

Next you will add the Cost Codes the Expense will be allocated to.

Check all that apply.

Enter Values for each cost code.  Make sure the total the amount entered above on the Expense in the “Amount” box.

When you are finished adding costs to cost codes, click the Save button to Submit to the Project Manager for approval.

You can return to the Purchases list at any time to update a PO, or add more information to it from the RedTeam Go Mobile App.  Updates can be made up until the time the PO is accepted by the Project Manager.