TABLE OF CONTENTS

• Where to work — dashboards
• Create the PO
• a) Fill in the PO card
  • Header fields (typical)
  • Purchase Order Lines
• b) Shipping and Taxes on VIM Purchase Order
• c) Manage VPO-related documents
• d) Check approvers
• e) Send for Approval
• Stages you will see (create path)
• FAQ
• Next in the set

A Vendor Purchase Order (VPO / VIM PO) is the Fieldclix order for vendor goods or services on a Build Plan. After the PO is Open, AP can allocate Vendor Invoices to its lines.

Who creates on the web: users with the Financial role and financial access to that Build Plan.

Where to work — dashboards

Open a row to the PO card. Notification / task links open the same web card.

Create the PO

1. Open VIM → Purchase Orders.

2. Click NEW PURCHASE ORDER.

3. Choose the Build Plan (required).

4. Save the new card — stage starts as Draft (revision Pending).

You can also start from a Build Plan’s financial / VIM area; finish the card in the web PO form either way.

a) Fill in the PO card

Click Edit when the card is view-only. Header and lines are editable while the working revision is Pending or Under Approval (see stage notes below).

Header fields (typical)

Purchase Order Lines

One Purchase Order Lines table holds order amounts (S&T is a separate block — see below). 

1. Click ADD ROW, or Fill from template to append several lines from a template.

2. On each row set:

   • PO Item (required) — fills Financial Account, GL Account, and Service Item from the item (FA is not edited by hand on a normal line; Service Item can still be changed)  

   • Description and Amount (required)  

   • Billed / Line Balance — read-only; update as invoices allocate to the line

3. Remove a row with the row remove control on that line.

4. SAVE, then leave edit mode before Send for Approval.

What Billed / Line Balance mean after invoicing: Approve and Revise Vendor Purchase Orders. Lines across many POs: VIM → Purchase Orders → PO Lines.

b) Shipping and Taxes on VIM Purchase Order

Use the Tax, Shipping and Handling Allowance block on the card.

1. Turn the switch on when the PO should carry an S&T allowance line.

2. Enter the Amount (and Financial Account when prompted — Fieldclix may suggest the common FA from your PO lines).

3. GL for S&T comes from company settings when configured.

4. Turn the switch off when there is no S&T on this order (no allowance line is saved).

S&T is one special line on the PO — not a fixed “30% of total” for every client. Allowed defaults and the S&T GL account depend on company settings.

You can edit S&T while the selected revision is Pending or Under Approval.

c) Manage VPO-related documents

On the PO card open the Documents tab (Related Documents).

• Attach quotes, specs, or other files the approver or vendor may need.

• Review existing attachments before Send for Approval or Send to Vendor.

Documents stay with the PO for later Download PO / Send to Vendor options (you choose which files to attach to email).

d) Check approvers

On the card toolbar click Show Approvers.

Fieldclix shows who the approval workflow will ask (for example Build Plan / project owners when they differ from the Purchaser — exact list follows your company’s PO approval setup).

Review this before you submit so the right people get the task.

e) Send for Approval

When the Draft is ready:

1. Leave edit mode.

2. Click Send for Approval.

3. Confirm the dialog.

The PO moves to Under Approval. Approvers work from their approval task (and can open the web card from links). Purchasers wait for approve, send-back, or Force Approve — Approve and Revise Vendor Purchase Orders.

DELETE is available only while the PO is still in early stages (Draft / Under Approval, per card rules). After the PO is Open, use revise / close-short paths instead of delete.

Stages you will see (create path)

Later stages (Pending Changes, Changes Under Approval, Fully Invoiced, Closed) appear after revise or billing — covered in the Approve / Print articles.

FAQ

Q: Why can’t I create a PO?
A: You need the Financial role and financial access to the Build Plan.

Q: Why is Send for Approval missing?
A: Save and leave Edit. The working revision must be Pending (Draft or Pending Changes).

Q: Can I print before approval?
A: Prefer approving first. Download PO is for Open / Fully Invoiced / Closed — see Print, Send to Vendor, and Close Short.

Next in the set

→ After Send for Approval: Approve and Revise.

→ Print / email / close: Print, Send to Vendor, and Close Short.

← Setup catalogs: Configure PO Items and PO Templates.