TABLE OF CONTENTS
- Toolbar actions (Open PO)
- Download PO (print)
- Send to Vendor
- Close Short
- Automatically Fully Invoiced
- FAQ
- Before this
When a Vendor Purchase Order is Open (current revision Approved), the Purchaser can download the PO, email the vendor, revise, or close the order short. Fieldclix can also move the PO to Fully Invoiced when the balance is used up.
Toolbar actions (Open PO)
Button | When | Purpose |
|---|---|---|
Download PO | Open, Fully Invoiced, or Closed | Generate PO file (PDF / Excel); optional Release of Lien / PW document |
Send to Vendor | Open (approved revision, no open candidate) | Email the PO to the vendor |
Close Short | Open (no open candidate) | End the PO early so new charges stop |
Revise | Open | Start a new revision — Approve and Revise |
Download PO (print)
Open the PO card.
Click Download PO.
Choose PDF or Excel.
Optional checkboxes (only when your company configured them):
Option | Meaning |
|---|---|
Print Release of Lien | Adds a Release of Lien document from your template |
Attach PW Document | Includes the configured PW document |
Confirm — Fieldclix downloads the file(s).
Ask Fieldclix Support to customize the PO layout (logo, address, terms) or to enable Release of Lien / PW document templates.
Send to Vendor
Send to Vendor emails the approved PO. It works when:
Your company enabled vendor email for POs.
The Vendor card has a PO Email address.
The PO is Open with an approved revision (and no candidate revision in progress).
Dialog options
Option | Notes |
|---|---|
Attach Related Documents | Pick files from the PO Documents tab |
Attach Release of Lien | Shown when a Release of Lien template is configured |
Attach PW Document | Shown when PW document setting is configured |
Email Notes | Message to the vendor (may default from settings) |
BCC Responsible | BCC the employee responsible for the Vendor |
BCC Purchaser | BCC the PO Purchaser |
CC Employees | Extra recipients |
Click Send. The card keeps a record that the revision was sent; use History / email log patterns your company provides to audit.
Close Short
Use Close Short when you will not fully invoice the remaining PO balance and want to stop new charges.
PO must be Open (no candidate revision).
Click Close Short and confirm.
Stage becomes Closed.
Fieldclix blocks Close Short when in-process invoices still use the PO (Pending / validated / under approval style activity). Finish or clear those bills first.
Closed stays closed even if amounts change later — it is not the same as Fully Invoiced.
Automatically Fully Invoiced
You do not have to close every PO by hand.
As Vendor Invoices allocate to PO lines and reach approved / paid stages, PO Balance falls.
When the PO is Open, the approved revision is current, and PO Balance reaches zero, Fieldclix moves the PO to Fully Invoiced.
If balance becomes positive again (for example after void / reallocation), the PO can return to Open.
Stage | How you get here |
|---|---|
Fully Invoiced | Balance exhausted by billing (automatic) |
Closed | Close Short (manual) |
Download PO still works on Fully Invoiced and Closed POs.
FAQ
Q: Why is Send to Vendor missing?
A: The PO must be Open with an approved revision and no revise-in-progress candidate. Confirm Vendor PO Email and that vendor email is enabled for your company.
Q: Why don’t I see Attach Release of Lien / Attach PW Document?
A: Those options appear only after Support configures the templates / document settings for your instance.
Q: Close Short failed — in-process invoices?
A: Complete, reject, or reallocate bills that are still Pending / in approval against this PO, then try again.
Before this
← Approve / revise path: Approve and Revise Vendor Purchase Orders.
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