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Material orders

Module: Operations / Materials | Platform: Web

Create and track material orders tied to jobs and vendors.

URL: /material-orders

Open from your sidebar if Material orders (or similar) appears under Operations or Materials — menu labels vary by tenant and feature flags.

Overview​

Material Orders — list of material purchase orders with supplier, status, and delivery tracking

If the menu entry is hidden, your instance may not have materials enabled — confirm with your administrator.

The Material Orders module lets you create purchase orders for job materials, track delivery status, and link costs directly to projects for accurate job costing. Field supervisors can request materials, and office staff can review, approve, and issue orders to vendors.

Table columns​

ColumnDescription
Order #Auto-generated or manually assigned purchase order number.
Vendor / SupplierThe supplier the order is being placed with.
ProjectThe project the material order is associated with.
JobThe specific job within the project, if applicable.
DescriptionSummary of materials being ordered.
Total AmountDollar value of the order including quantities and unit costs.
StatusCurrent order status — Draft, Submitted, Ordered, Delivered, or Cancelled.
Order DateDate the order was placed with the vendor.
Expected DeliveryAnticipated delivery date.
Ordered ByThe user who created the order.

Order statuses​

StatusMeaning
DraftOrder is being prepared and has not been submitted for approval or sent to the vendor.
SubmittedOrder has been submitted internally for review or approval.
OrderedOrder has been placed with the vendor and is awaiting delivery.
DeliveredMaterials have been received on site or at the warehouse.
Partially DeliveredSome items from the order have arrived; others are still outstanding.
CancelledThe order has been cancelled. The record is preserved for audit purposes.

Creating a material order​

  1. Click Create Order (or Add New) at the top of the Material Orders list.
  2. Select a Vendor / Supplier from your vendor list.
  3. Link the order to a Project and optionally a Job.
  4. Add line items — enter material name, quantity, unit, and unit cost.
  5. Set the expected delivery date.
  6. Add any notes for the vendor or internal team.
  7. Save as Draft or Submit for approval.

Delivery tracking​

ActionDescription
Mark as OrderedUpdate the status once the order has been placed with the vendor.
Record DeliveryWhen materials arrive, mark the order as Delivered or Partially Delivered.
Attach ReceiptUpload delivery receipts, packing slips, or photos for documentation.
Flag IssuesNote damaged goods, shortages, or incorrect items received for follow-up with the vendor.

Filters​

FilterDescription
StatusFilter by Draft, Submitted, Ordered, Delivered, or Cancelled.
VendorShow orders for a specific supplier.
ProjectNarrow to orders tied to a specific project.
Date RangeFilter by order date or expected delivery window.
Ordered ByShow orders created by a specific user.

How material orders connect to other features​

FeatureRelationship
Job CostingMaterial order amounts are included in job cost totals alongside labour and expenses.
ProjectsOrders link to projects, providing visibility into material spend at the project level.
InvoicingMaterial costs can be included when generating customer invoices for cost-plus or T&M billing.
VendorsVendor records maintain a history of all orders placed, supporting supplier management.
ReportsMaterial spend data feeds into cost reports and budget vs. actual analysis.
QuickBooksIf accounting integration is active, material order costs can sync as expenses or bills.