Procurement Management

The Procurement screen helps you manage and track all the physical hardware and materials needed to finish your installation job. It takes the items from your active, selected project quotation and automatically organizes them so you can handle shopping, record actual costs, and log serial numbers.

How to Open Procurement

Open the Page: Go to your Project Details screen and click the Procurement button, which is located in the top header right next to the Site Plan button.

Navigating the Procurement Dashboard

By default, the screen pulls all items from your selected client quote and groups them into clean sections based on the vendors of the items in the quotation.

1. Header Search & Summary Cards

Search Bar: Use the main search field at the top to filter through your material lists instantly. You can search by item name, description, vendor, project, quotation, category, purchase invoice number, or specific serial numbers.
Total Items Card: Monitors the exact count of items marked as purchased against the total items needed for the job.
Projected Total Card: Shows the total estimated cost for the items. This number updates live — for example, if you assign an item to be taken from your inventory instead of buying it, this total will change.
Actual Total Card: Displays the live sum of what you have actually spent as you check off items.

2. Vendor Header Metrics

Clicking any vendor row expands its dropdown menu to show individual material line entries. Each vendor header displays:

The name of the vendor (such as Apex Hardware or OmniWatch Tech).
The count of items already marked as purchased out of the total items assigned to that supplier.
The total projected cost summary for that specific vendor.
Set Purchase Invoice # Field: To save time, you can type a single billing number into this text box and press Enter to instantly apply that invoice number to every single item under that vendor at once.

Tracking Purchases and Fulfilling from Inventory

When you expand a vendor list, you can manage the status of each item line:

1. Marking Items as Purchased

Check Box Activation: When you buy a component, click the check box on the far left of the item row.
Cost Auto-Fill: Checking the box automatically populates the Actual Cost box with your preset unit price. If the supplier charged you a different amount, you can manually type over this number to update your actual spending ledger.

2. Allocating Stock “From Inventory”

If you already have a quoted item sitting in your workshop stock, you can assign it to the project instead of purchasing a new one:

Stock Tags: The app displays a green Available Stock tag showing your quantities. If you only have part of the required amount, an orange Partial Stock tag will appear next to it.
Reserving Stock: Type the quantity you want to pull from your stock into the From Inventory box and click Set.
The “From Inventory” Card: Once set, the app updates the original supplier item row and automatically creates a brand new vendor section block called From Inventory.

3. Fulfilling Stock Items

When you check the purchase box on an item inside the From Inventory section to mark it as purchased (as it is being taken out of your inventory), a Select from Inventory popup window opens. This window breaks down your available stock by individual inventory records (batches), and you select how to pull items depending on how that specific record is stored:

For Records with Serial Numbers: If a specific inventory record tracks serial numbers, it will display each tracked item as a clickable button. You tap the exact serial numbers you are taking.
For Records Without Serial Numbers: If a specific inventory record does not track serial numbers, it will display a simple count field where you type exactly how many units you are pulling from that specific batch.

Recording Product Serial Numbers

Tracking component serial numbers is critical for managing equipment warranties. Click the # Action Button on the far right of an item row to manage them:

Inventory Items: For items pulled from your stock, clicking the # button opens a read-only list showing the pre-saved inventory serial numbers you selected.
Purchased (Non-Inventory) Items: Clicking the # button opens a text field entry window. You can log each serial number manually by typing it out, or tap the Barcode Icon to scan the serial number directly using a barcode scanner.

Adding Non-Quoted Items and Returns

If you need to buy extra gear that wasn’t included in the original client estimate, click the orange + Add Item button at the very top of the page:

Adding Extra Hardware: Just like building a quote, you can pick a standard component from your Equipment List and input the quantity, or choose to fill out a completely unique Custom Item.
Non-Quoted Tag: These manual additions are instantly labeled with a purple Non-quoted tag. Unlike fixed quotation lines, non-quoted items feature an Edit Action Button so you can update their details later.
Deleting vs. Canceling:
- Clicking delete on a purple Non-quoted item removes it from your page entirely.
- Clicking delete on a standard Quoted item line applies a cross-line to Cancel it. Cancelled lines remain on your screen as a record, allowing you to click a button to restore them back if needed.
Handling Gear Returns: If you need to return materials to a vendor, add the item using a Negative Quantity (for example, -2). The app automatically labels this row with a red Return tag and subtracts the cost from your spending totals.

Display and Export Options

Use the top menu header buttons to adjust your workspace views or take your list on the go:

1. Display Filters

Click the Display Options dropdown button to toggle your dashboard grouping layout:

Vendor Only (Default View): Groups your project components cleanly by their suppliers.
By Quotation View: Adds an extra organizational layer by placing all your material cards inside a master grouping card dedicated to the specific quotation they came from.

2. Exporting for Shopping

Click the Export button to instantly generate a Markdown (MD) file.

This file is optimized to be imported directly into applications like Apple Notes.
It strips away the layout clutter and exports a simple checklist containing the most critical product details you need while shopping at a hardware supplier.
Status Sync: The exported list completely retains your checked or unchecked purchasing statuses.