Creating Purchase Documents from Contract Work Items

In the system, you can create purchase documents directly from the Work Items of a construction contract instead of entering materials manually. Select the work items or materials you need to buy, choose the document type from Purchase Options, and the add form opens with the materials, their quantities and units, linked to the contract project.

Before You Start

The Purchase Options button appears in the Work Items tab when:

• The contract status is Active.
• The contract is linked to a Cost Sheet.
• The Purchases app is enabled in your account.
• You have the permission to add the document type you need (see the table below). Only the types you have permission for appear in the list.
• Your selection includes at least one material that can be purchased.

Available Purchase Documents

Document in Purchase Options	Required permission
Purchase Request	Manage Purchase Requests
Quotation Request	Manage Purchase Quotations
Purchase Quotation	Manage Purchase Quotations
Purchase Order	Manage Purchase Orders
Purchase Invoice	Add New Purchase Invoice

Steps to Create a Purchase Document from Work Items

1. From the main menu, click Construction → Contracts, then open the contract.
2. Click the Work Items tab.
3. Select the work items whose materials you want to buy using the checkbox next to each item. Selecting a work item selects all its materials; you can also expand the item with the arrow next to it and select specific materials.
4. A bar appears below the table showing the number of selected items, such as 2 selected. Click Purchase Options.
5. Choose the document type: Purchase Request, Quotation Request, Purchase Quotation, Purchase Order, or Purchase Invoice.
6. The add page opens with the selected materials. Complete the remaining data, such as the supplier, and review the items.
7. Click Save.

Data Filled Automatically

Field	What is filled in the document
Item	The material selected from the work items.
Quantity and unit	The material quantity in the work item, in the same unit, such as 500 m2.
Project	The construction project linked to the contract; the document appears under the project documents.
Unit price (purchase invoice)	The product purchase price. If the product has no purchase price, 0 appears and you can enter the price manually.
Tax (purchase invoice)	Based on the default tax settings in the purchase settings.
Cost center (purchase invoice)	Assigned automatically based on the project cost tracking level. Details in Automatic Cost Center Distribution on Purchase Invoices Created from the Contract.

How Materials Are Added to the Document

• Only materials are added to the purchase document; the work item itself is not added.
• If the same material appears in more than one work item with the same unit, it is added in one line with the total quantity.
• If the same material appears with different units, a separate line is added for each unit.
• If the selection has no material that can be purchased, the Purchase Options button does not appear.

FAQs

Why does the Purchase Options button not appear in the Work Items tab?

Make sure the contract is Active, linked to a cost sheet, the Purchases app is enabled, you have permission to add at least one purchase document type, and the selected items include materials, not services only.

Can I create a purchase invoice for only some materials of a work item?

Yes. Expand the work item with the arrow next to it, select only the materials you need, then click Purchase Options.

Why is the unit price 0 in the purchase invoice?

Because the product has no purchase price. Enter the unit price manually before saving, or add the purchase price to the product.