How to raise a trade partner purchase order
This guide explains how main contractors raise and send a trade partner purchase order from within a project in Sync. A PO is raised against a project and sent to the selected trade partner contact, or saved as a draft first.
- Who raises it
- Main contractors raise trade partner purchase orders.
- Where it starts
- From inside a project, in the Financials tab.
- Who it goes to
- The selected trade partner contact, by email.
- Draft or raise
- Save a PO as a draft, or save and raise it to send.
Before you start
Before raising a trade partner purchase order, check that the following are already set up in Sync:
- The project has been created.
- The trade partner has been created and is active.
- The trade partner has at least one contact, if the PO is emailed.
- The correct department is available.
- The relevant service or cost code options are available.
- You have permission to raise purchase orders.
- You know the PO reference, delivery date and line item details.
Go to Projects
From the main Sync dashboard, select Projects from the left-hand menu to open the Projects table. Use the search, filters or table view to find the project you want to raise the purchase order against.
Open the project
Select the project from the table to open the project record. The record includes several tabs, such as Summary, Overview, Financials, Compliance and Documents.
Stoke-on-Trent
Staffordshire, ST1 5NX
Open the Financials tab
Inside the project, select the Financials tab. The Financials area may include different sections, such as CVR, Customer financials and Trade partner financials. Select Trade partner financials.
Open trade partner purchase orders
In Trade partner financials, you will see the Trade partner purchase orders table. It shows existing purchase orders for the project, with their status, reference, supplier, date, raised by, amount, PO and invoice files, invoiced value and available actions. From here you can also add invoices, duplicate a PO or archive one where permitted.
Select Raise PO
Select Raise PO to open the PO details screen. The project is already shown, because the purchase order is being raised from within that project.
Complete the PO details
Complete the required PO fields. Fields marked with a red asterisk are mandatory.
Enter the PO reference. Use a clear reference that matches your company numbering or project process.
Select the trade partner. Only active trade partners are displayed. If one is missing, check it has been created and is active.
Select the relevant department. This categorises the PO and connects it to the correct area of the project.
Enter when the goods, service or works are expected.
Add a note if needed, for extra context around delivery, programme dates or agreed timing.
The expected start date for the trade partner's work, if applicable.
The expected finish date for the trade partner's work, if applicable.
This will usually show the user raising the purchase order.
Add line items
Purchase orders should include at least one line item. Select Add line item and enter the details:
- Description.
- Quantity.
- Price.
- Cost code, where required.
- Service.
The line item total is calculated from the quantity and price. Use a clear description so the trade partner understands what the purchase order relates to.
Review the line items
After adding a line item, review it in the Line items table. Check that:
- The description is correct.
- The quantity is correct.
- The price is correct.
- The cost code is correct.
- The service is correct.
- The total is correct.
If more items are required, add additional line items before saving or raising the purchase order.
Save as draft or save and raise
Use this if the PO is not ready to be raised. You can return to it later and make changes before sending.
Use this when the PO is ready to move forward. Depending on your permissions and approval process, it may be raised, sent for approval or prepared for sending.
Preview the purchase order email
Before sending, Sync shows the Preview and Raise PO screen, so you can check the email first. The preview includes:
- Recipient selection.
- Email subject.
- Purchase order details.
- Email body.
- Raise and send option.
Hi,
Please see attached the order documentation relating to the required scope of works at the above scheme.
• Supplier: Hartwell Groundworks
• Purchase Order Number: PO-1042
• Site Contact: Rachel Hunt - 01382 520360
Please see attached Purchase Order from Northgate Construction.
If you have any comments or queries, please do not hesitate to contact a member of our team.
Select recipients
In the Select recipients panel, choose who should receive the purchase order. You can add an existing contact or add an external contact.
Select a contact already stored against the chosen trade partner. The list may include main and PO contacts belonging to the trade partner, plus users linked to the project. Select the contact, then select Add contact.
Use this if the recipient is not saved as a trade partner contact. Enter the required contact details and add them to the recipient list.
Set the primary contact
After adding recipients, choose the primary contact. This is the main person the purchase order will be addressed to. Make sure the correct person is selected before sending.
Review the email subject
Check the email subject. It will usually include the purchase order reference, for example Purchase order: PO-1042. Update it if needed, but keep it clear and easy for the recipient to identify.
Review the purchase order details
The email preview includes a Purchase Order Details section. Open or collapse it as needed while reviewing, and check that the information matches the PO you intend to send.
Review and edit the email body
Review the email body before sending. It may include:
- Supplier or trade partner name.
- Purchase order number.
- Site contact.
- Project or scheme details.
- Standard disclaimer or terms wording.
- Any additional message to the recipient.
Edit the email body if required, and make sure the message is clear and professional before sending.
Raise and send the purchase order
Once the recipients, primary contact, subject and email body have been checked, select Raise and send PO. This sends the purchase order to the selected recipients. It then appears in the Trade partner purchase orders table for the project.
Check the purchase order status
After raising the PO, return to the Trade partner purchase orders table and check its status. Statuses may include:
- New.
- Query.
- Awaiting approval.
- Partially complete.
- Other project-specific statuses.
The status helps your team understand where the purchase order sits in the process.
Add invoices against the PO
Once invoices are received from the trade partner, add them against the relevant purchase order. From the Trade partner purchase orders table, use Add Invoice where available. This helps track:
- PO value.
- Invoice files.
- Invoiced value.
- Outstanding amounts.
- Project financial visibility.
Duplicate or archive a PO
Use Duplicate to create a similar PO without entering the same information again. Review all duplicated details carefully before saving or sending.
Use Archive if the PO should no longer appear as an active item. Do not archive a PO unless you are sure it is no longer required.
Common issues
Only active trade partners are displayed. Check the trade partner has been created and that their status is active. If not created yet, create the trade partner first.
Open the trade partner record and check the Contacts tab. Add the required contact details before raising the PO, or use the Add external contact option during sending.
Departments are managed in Sync settings. If one is missing, ask a user with the correct permissions to add it.
You may not have the correct permissions. Contact your Sync administrator and ask them to check your purchase order permissions.
Your company may use PO approval limits. If the value is above your approval limit, it may need approval before it can be fully raised or sent.
Check each line item. Make sure the quantity, price and line item details have been entered correctly.
Remove or change the selected contact before sending. Always check the primary contact before selecting Raise and send PO.
Purchase order checklist
Before raising and sending a trade partner purchase order, check the following:
- The correct project has been selected.
- The correct trade partner has been selected.
- The trade partner is active.
- The PO reference is correct.
- The department is correct.
- The delivery date is correct.
- Begin and finish on site dates added where required.
- All line items have been added.
- Quantities are correct.
- Prices are correct.
- Cost codes are correct.
- Services are correct.
- The total PO value is correct.
- The correct recipients have been selected.
- The primary contact has been selected.
- The email subject is correct.
- The email body has been reviewed.
- Any standard wording or disclaimer is correct.
Summary
To raise a trade partner purchase order in Sync:
- 1Go to Projects and open the relevant project.
- 2Select Financials, then Trade partner financials.
- 3Select Raise PO.
- 4Complete the PO details.
- 5Add the required line items.
- 6Review the PO total.
- 7Save as Draft, or select Save and Raise.
- 8Add the email recipient or recipients.
- 9Select the primary contact.
- 10Review the subject and email body.
- 11Select Raise and send PO.
- 12Check the PO status in the trade partner PO table.
A trade partner purchase order should always be checked carefully before it is sent, to avoid incorrect values, missing recipients or confusion around the agreed scope of works.