Field Promax

Creating a Purchase Order

Create purchase orders in FieldPromax to order materials from vendors, track costs against projects, and manage line items with automatic tax and total calculations.

Before you start:

How to Access

Navigate to Purchase Orders from the main menu, then click the New PO button in the top-right corner.

The Purchase Orders List

The list page organizes your purchase orders into three tabs:

  • Open POs — active orders in Draft, Sent, or Partially Received status.
  • Closed POs — fully received orders.
  • Cancelled POs — orders that were cancelled before completion.

Use the search bar at the top to find a PO by number, vendor name, or project name. Click a PO # link to edit the order, or click the View button (eye icon) to open the read-only detail page.

Filling Out the PO Details

  1. Select a Vendor from the dropdown (required). If the vendor does not exist yet, click the Create Vendor option inside the dropdown to add one on the fly.
  2. Optionally, select a Project to link this PO to for budget tracking.
  3. Set the Order Date (required, defaults to today).
  4. Optionally, set the Expected Delivery Date. This date cannot be earlier than the order date.
  5. Optionally, enter a Retainage % (0–100) if you withhold a percentage of the vendor payment until work is verified.

Ship To Address

Under the Ship To Address section, enter the Street Address, City, State, and Zip. This address prints on the PO document sent to the vendor.

Use the copy button next to the address fields to copy the vendor's address into the ship-to fields automatically.

Adding Line Items

  1. Click the Add Item button to insert a new row.
  2. Enter a Description for the item (for example, "2-inch PVC pipe, 10 ft sections").
  3. Enter the Qty (supports decimal values).
  4. Enter the Price per unit (supports decimal values).
  5. Optionally, enter a Tax % for the line item. The Tax amount and Total columns calculate automatically.
  6. Repeat for each item you need to order.

To remove a line item, click the red Delete button at the end of the row (available in edit mode only).

Totals Summary

Below the line items table, the totals section updates automatically:

  • Subtotal — sum of all line item totals before tax and shipping.
  • Tax — total tax across all line items.
  • Shipping — an editable field for shipping costs.
  • Grand Total — the final total including subtotal, tax, and shipping.

When editing an existing PO, you also see Amount Paid (in green) and Balance Due (in orange, or green when fully paid with a PAID badge).

Adding Notes

The form provides two note fields:

  • Internal Notes — visible only to your team. Not printed on the PO document.
  • Vendor Notes — printed on the PO document sent to the vendor. Use this for delivery instructions or special requirements.

Saving and Sending

  1. Click the Save icon in the header bar to save the PO in Draft status.
  2. To send the PO, open the detail page and choose Mark as Sent from the header or Actions dropdown. You can also choose Email PO to Vendor to send it directly.
  3. To download a copy, choose Export PDF from the Actions dropdown.

Result: The purchase order is created and appears in the Open POs tab. It starts in Draft status until you mark it as sent or email it to the vendor.

Tip: You can edit a purchase order while it is in Draft or Sent status. Once items begin to be received, the PO can no longer be edited to preserve the audit trail. You can only delete a PO while it is in Draft status.

Next Steps