Submit a Pending Purchase Order

Use the steps below to submit a Pending PO in the portal.

  1. Select Field Tools or Financial Controls > Purchasing > New Pending PO.
    • You can also start this process from the PO Dashboard by selecting New and selecting New Pending PO.
  2. Enter the Company, Order Date (defaults to today’s date), Expected Date (date you wish to receive), and Description of the purchase order.
  3. Enter the vendor. The Vendor dropdown populates with the top 10 vendors used on processed POs. If your vendor is not in the drop-down, you can select the Globe icon to search your company’s AP Vendors.
  4. You may be required to select a vendor from the Vendor Payment Address Override dropdown field, if the advanced portal setting Display (and require) the Vendor Payment Address Override on Pending PO is enabled.
    Note: For the Vendor Payment Address Override dropdown to display, additional payment addresses must have an Address Type of 0 - Both or 1 - Payment in AP Vendors > Add'l Addresses. If the vendor does not have additional payment addresses, the Vendor Payment Address Override field will not display.
  5. If all line items in the PO will be charged to a job, enter the Job field in the header. Leave this field blank, if you have multiple lines for different jobs in your PO.
  6. Select Save Header.
  7. To add purchase order line items, select the green drop-down and choose a line type. Required line type fields display in red.
    • To associate a field ticket with a job line, select the field ticket number from the Ticket field.
    • In Vendor Matl, you can select material pricing that is specific to the vendor in the PO header. If you select a Material that has a vendor-specific price, the Vendor Matl, Description, and Cost fields will automatically update to reflect that vendor's pricing.
  8. When you are finished with your line items, select Save.
  9. Scroll up to the header at the top of the page, then select View Workflow to preview PO approvers or the approval history.
  10. To include an existing shipping address from Vista PO Shipping Locations, select the Shipping Info button. An Edit Shipping Info pop-up window displays. Select an address from the Shipping Location drop-down menu.
  11. When you are finished, select Submit for Approval. This sends the PO out for approval. You can check the status of the PO on the PO Dashboard > Pending Purchase Orders.

    Email notifications for pending POs come from the Vista workflow process. If the Pending PO is not submitted, only the creator can see it in the Pending Purchase Orders page.

After you submit the pending PO, a reviewer must approve it. When your PO has been approved, it will either auto-process, or another user can select Process to send the PO to a batch in Vista. Once the batch is posted and processed in Vista, the system makes all necessary transaction updates to the relevant accounting modules, primarily Purchase Order, Accounts Payable, and Job Cost. Once an invoice is created in AP, the PO information can be linked to the invoice for matching and payment.
Note: If you do not want pending POs to be auto-processed, an admin must enable the portal setting Restrict Pending PO Processing to PO Admins to prevent auto-processing by non-admins.