Availability
Bulk purchase orders for maintenance jobs are now generally available and are being gradually rolled out to all accounts. No action is required.
Order maintenance materials in fewer steps
BuildOps now makes it easier to purchase materials for multiple maintenance jobs at once. From the Maintenance List, you can select several jobs, review the materials they require, and create consolidated purchase orders in a single workflow instead of creating one purchase order at a time.This is especially useful for recurring materials such as filters, belts, and other supplies that need to be ordered ahead of scheduled maintenance visits.
What’s included
Select multiple maintenance jobs from the Maintenance List or from the Maintenances tab on a service agreement.
Filter maintenance jobs by due date, branch, or service agreement before selecting them.
Create consolidated purchase orders grouped by vendor and delivery details.
Review the proposed purchase orders before anything is created.
Split a material line across vendors or vendor locations when needed.
Add an item manually during the review process.
Use configured tax and shipping defaults, with the ability to review or change them.
Create purchase orders in Draft status so they can be reviewed and submitted through your existing process.
Track purchasing progress from the PO Status column on the Maintenance List and service agreement Maintenances tab.
Before you begin
To get the best results, make sure the following information is configured:
In the Item List, identify which materials should be included in bulk ordering by enabling Include in Bulk PO for Maintenance.
Add a Preferred Vendor for materials that should be ordered in bulk. Preferred Vendor settings are used during bulk purchase order generation; they do not affect whether items appear in service agreement or maintenance task setup.
Review the bulk-order setting on service agreement maintenance plans and individual maintenance jobs. You can override the setting when a material should not be ordered for a specific agreement or job.
Configure vendor locations if your company uses multiple locations.
Set a default purchase order type in Procurement Settings, if applicable.
The bulk-order setting follows the material from the Item List to the service agreement maintenance plan and then to the individual maintenance job. Only materials enabled for bulk ordering on the maintenance job are included.
Create purchase orders for multiple maintenance jobs
Open the Maintenance List
Filter the list to find the maintenance jobs you want to order for. For example, filter by the upcoming due-date range and branch.
Select the maintenance jobs using the checkboxes.
Select Create Purchase Orders.
Review the proposed purchase orders. BuildOps groups materials using the configured vendor and delivery information.
Confirm the purchase order details, including the purchase order type, date, assignee, required-by date, tax details, and shipping information.
Split lines or add items if needed.
Select Review and Confirm, then review the final summary.
Click "Create purchase orders"
The purchase orders are created in Draft status. You can then review, approve, submit, and process them using your existing purchase order workflow.
Keep purchasing status visible
The PO Status column helps you see whether a maintenance job has no purchase orders, has purchase orders created, is partially received, or has all purchase order lines received. This makes it easier to identify jobs that still need materials ordered and follow the order through receiving.
Processing and limits
For larger selections, purchase order creation runs in the background.
A progress indicator shows the status while BuildOps creates the purchase orders. If an issue affects part of the request, BuildOps reports the affected purchase orders so they can be reviewed.
For the initial release, a bulk action supports up to 1,000 maintenance jobs, 50 purchase orders, 500 lines per purchase order, and 5,000 total lines.