How Do I Create a Purchase Order in Albi?

How to Create a Purchase Order

Step 1: Create a Work Order

Before you can create a Purchase Order, you must first create a Work Order within the project. Purchase Orders are always generated from existing Work Orders.

Step 2: Convert the Work Order to a Purchase Order

Once the Work Order is created:

1. Open the Work Order
2. Click Actions

      3.   Select Convert to Purchase Order
      4.   A confirmation window will appear

Once confirmed, Albi will generate a Purchase Order using the same data from the Work Order.

⚠️ Important:
After a Work Order is converted to a Purchase Order, it cannot be converted back.

Automatic Purchase Order Document Creation 

When a Purchase Order is saved, Albi automatically generates a PDF version of the document.

• The PDF is saved to the File Manager
  
• The file reflects the current state of the Purchase Order, including:
  
  • Item list

• • Section layout

• • Totals and section totals (if enabled)
    
    
• The document can be:
  
  • Viewed

• • Downloaded

• • Shared externally

• • Used for documentation and record-keeping
    
    

This applies whether or not the Purchase Order has been sent for signature.

Important Item Behavior (WO / PO Rules)

Once items are added to a Work Order (WO) or Purchase Order (PO), they cannot be deleted from the Items list.

• This rule still applies even if new estimates are later pulled in and replace existing items
• Any item associated with a WO or PO will appear greyed out in the Items list
• This indicates the item is locked and tied to an order