Objectives 💡This article outlines the Field Order workflow for a technician who needs to pick up materials from a Vendor while out on a Visit but does not have the permission to create Field Orders in the Mobile App. |
Things to consider
● Follow this workflow if your technicians do not have the
permission to create a Field Order from the mobile app.
● This article is relevant for you if you do not have the Inventory or
Item Categorization features enabled in your BuildOps account.
● All Vendor information must be created under Vendor Settings.
● It is recommended to have frequently used Items added to your
Item list so that a technician can select Items to add to the Field
Order.
● Depending on the settings in your account:
○ A technician may or may not be required to fill out all
information outlined in the Receipt section of this
workflow.
○ A technician may or may not see the Purchase Order
Status button in the Visit information on the Mobile app
(see FAQs)
TABLE OF CONTENTS
What is a Field Order?
Field Order Workflow
How To Create A Field Order (Web)
How To Add A Receipt To A Field Order (Mobile)
Receipt Page (Web)
FAQs
What is a Field Order?
💡A Field Order is created when a technician needs to pick up
materials from a Vendor while out on a Visit.
With the appropriate settings / permissions turned on, a technician can create a Field Order in the Mobile App. All orders made on the app are Field Orders.
Most commonly, the office will create a Field Order from BuildOps web if one is needed for the technician.
Unlike a Purchase Order, a technician can “receive” all Items in a Field
Order by adding the Items purchased, Item Quantities, Costs, and a
photo of the Receipt(s) in the Purchase Orders Section of the
Technician Report in the mobile app.
Field Order Workflow
💡If a technician needs to pick up materials from a Vendor while out
on a Visit:
1. The Technician will notify the Dispatcher that a Field Order is
needed for a specific Vendor (usually this is done over the phone).
2. The Dispatcher will follow (1) of the procedures outlined below to
create a Field Order.
3. The Technician will pick up Items from the Vendor.
4. The Technician will add all of some of the following information to
the Purchase Orders Section of the Technician Report.
a. Items purchased
b. Quantities purchased
c. Costs
d. Picture of the Receipt(s)
How To Create A Field Order (Web)
A Field Order can be created 3 ways in Buildops Web:
1. From the Dispatch Board
2. From the Job/Project page
3. From the Purchase Orders table
To create a Field Order from the Dispatch Board, click on the Visit card (of the Job the technician is currently on) to open the Visit side panel → click the three dots on the upper right corner → click “Create Field Order”.
To create a Field Order from the Job/Project page, click the Parts &
Purchasing tab → click the carrot next to “ADD PURCHASE ORDER” →
click “Add Field Order”.
To create a Field Order from the Purchase Orders table, hover over
Operations → click Purchase Orders → click the carrot next to “ADD
PURCHASE ORDER”, then click “Add Field Order”.
1. Add the General Information to the Field Order.
● PO Type (required)
● Date (required)
● Department (required)
● Vendor (required) - the technician can provide this information
● Assign To - select the technician who will pick up the items
● Job/Project - will automatically populate if you create the Field
Order from the Dispatch Board or Job page. Otherwise it is a
manual entry.
● Description - get as much information from the technician about
what is needed on the Field Order to fill in an accurate, detailed
description
● Required By
● Tags (if applicable)
2. Click ASSIGN Field Order (in the upper right corner).
Once you assign the order, you will be directed to the Field Order page.
Notice that the status is in “draft”.
3. To change the status to ordered, click GENERATE PDF (upper
right corner).
4. Click MARK AS ORDERED (upper right corner).
5. The status will change to Ordered.
How To Add A Receipt To A Field Order (Mobile)
💡Once a technician refreshes the Visit in the Mobile App by returning back to the My Visits Screen, they will see this Field Order in the Purchase Orders section of the Technician Report.
Then, they can update the Field Order after they have made a purchase at the Vendor by tapping + Add Receipt.
1. Add a Vendor Document Number (Vendor Invoice number).
2. Add an Image of the Packing Slip/Receipt.
3. Tap “SAVE & ADD ITEMS”.
4. Select an Item to add to the Receipt. Items must be entered in
BuildOps in order for them to appear in this dropdown.
5. Update the Item information:
● Item Name
● Item Description
● Quantity Received
● Unit Cost
Tap “SAVE & ADD ANOTHER ITEM”
to add additional Items.
Or, tap “SAVE RECEIPT ITEM” if only
(1) Receipt Line Item is needed.
6. Tap “SAVE RECEIPT”.
7. The Field Order will now have a “Fulfilled” Status.
Receipt Page (Web)
Once the technician has uploaded their Receipt to the Field Order, the
office may need to wait for the Vendor Invoice to arrive to make any
final updates to the Receipt.
After the Vendor Invoice has arrived, an office user can upload the
Vendor Invoice PDF to the Receipt page in BuildOps, enter final pricing according to the Invoice, and then Post/Sync the Receipt to your accounting software (if applicable).
To access the Receipt Page in BuildOps web, click the Receipt tab on
the Purchase Order page.
Click the Receipt number hyperlink to open the Receipt.
Add an image of the Receipt by clicking “+ ADD IMAGE” (scroll down,
lower left corner). An image may already be uploaded if it has been
added by the technician.
Edit Receipt Items by clicking the 3 dots on the right side of the Line
Item → click EDIT.
Make any updates to the gray data fields → click SAVE.
Add additional Receipt Items by clicking “+ ADD RECEIPT ITEM”.
To change a Receipt’s Review Status, click on the Status bar to choose
an option.
Once everything reflects what is written on the Packing Slip/Receipt,
Post the Receipt to your Accounting software by clicking “POST
RECEIPT” (upper left corner).
To bypass Posting the Receipt, click the 3 dots next to POST RECEIPT →
click “Bypass Posting Receipt”.
FAQs
1. Where do I store the vendor invoice number?
Vendor Document Number on the Receipt.
2. I created a PO but my technician cannot add a Receipt to it.
By design technicians can only interact with Field Orders. Technicians
can only read / see POs.
3. How will the technician know if there is a Purchase Order
associated with a Job?
Depending on the technician user settings, a technician may be able to see a Purchase Order status at the top of a Job in their Mobile app.