Materials & Warehouse Orders

Materials & Warehouse Orders

How job materials move from the pick list to the warehouse and back — for anyone working a job.

RequestedPendingReadyPicked up

1. Open the job → Materials.

2. Review the pick list (what the job needs).

3. For warehouse items, click Order and confirm — this creates a PO and emails the warehouse.

4. Warehouse staff prepare it and move the order to Ready.

5. When it leaves the warehouse, it is Picked up.

6. Anything that comes back is handled in Returns.

Where it lives

Open a job, then the Materials tab. It has three views:

Materials — the full pick list, grouped by vendor (Warehouse, QXO, other vendors). Adjust need / order / return quantities here.

Orders — one card per purchase order with its status timeline (Requested → Pending → Ready → Picked up), print, and notes.

Materials pick list — Warehouse and QXO sections, per-line status (Ordered / Needs order), totals, and the Order button.

For the Project Manager

1. CHECK THE PICK LIST

Each line shows Need (qty required) and Order (qty you are ordering). Lines not yet ordered show Needs order; ordered lines show Ordered or Picked up.

2. PLACE THE WAREHOUSE ORDER

1. In the Warehouse section click Order.

2. Choose the lines, schedule, pickup or delivery, and confirm the job site address.

3. Place the order — the system creates a PO-… number.

The warehouse is emailed the new request (job, PO, items). You will see the order appear under Orders as Requested.

3. TRACK IT

Watch the order move through Requested → Pending → Ready → Picked up. You can print the PO from the order card.

Cancel? Use Void on the order before it is Ready — voiding removes the expense. Once materials are Ordered / Picked up, the order cannot be hard-deleted.

For the Warehouse

1. Open Inventory → Material Requests to see every open warehouse request across jobs.

2. When you start work, mark it Pending.

3. When materials are staged, mark it Ready — the PM is emailed that it is ready.

4. When the materials leave (driver pickup or delivery), mark it Picked up — the PM is emailed again.

You can also print the pick list for the truck.

Returns

Extra or damaged material comes back through Returns on the same Materials tab:

1. Start a return for the vendor (Warehouse or QXO).

2. Set the quantity returning on each line.

3. Move it through Created → Submitted → Accepted.

Accepted returns adjust the job’s true material cost.

One page summary

1. PM reviews Materials, clicks Order on Warehouse.

2. Order created (PO-…) → warehouse emailed.

3. Warehouse: Pending → Ready (PM emailed) → Picked up (PM emailed).

4. Leftovers go through Returns → Accepted.

5. Need to cancel before Ready? Void the order.

QXO / vendor orders follow the same idea, but their status comes from the vendor (shows “Awaiting QXO” until QXO confirms).