Create draft purchase orders from selected project items, then review each order before sending it to your supplier. Purchase orders are available on the Core Plus plan. On legacy plans (Solo, Studio, Firm, Enterprise, Spec Lite, Spec Pro), use Export a Purchase Order (Legacy Plans) instead.
Get Your Items Ready to Order
Items need three things before you can add them to an order:
Product Name
Supplier
Ship To
Product Name is the name your supplier will recognize, so the Name field can stay client-friendly. Spreadsheet View shows all three columns at a glance.
To set the ship-to for several items at once, select them, open Bulk Actions, and choose Set Ship-To.
đĄ Your team decides how to mark items as ready to order, so set this up to fit your workflow. You can use a status, like Approved, or create a custom product tag in your account, like Ready to Order. Then filter by that status or tag before selecting items. See Product Tags: Create and Manage Them.
Step 1: Select Your Items
Open Products in your project and select the items you want to order.
Open Bulk Actions, then choose Create Order.
Step 2: Review Order Details
Review Order details. Gather groups items by supplier and ship-to destination, so one selection can create more than one purchase order.
Check any excluded items. Items missing information, or already on an open purchase order, are left out.
Select Continue.
Review the supplier and ship-to groups before continuing.
Step 3: Choose Fields and Create Drafts
In Line fields, choose the item details to include. Image, product name, SKU, quantity, unit price, and line total are always included. Double-check the specifications first, because item details lock once the purchase orders are created.
Select Create 1 draft PO (or the button showing the number of drafts), then confirm.
Open each draft using its purchase-order link.
Choose the specification details to include on the draft purchase orders.
Step 4: Review the Draft
Check the supplier and delivery information, line items, quantities, and pricing. Enter freight and supplier tax where applicable, and review the purchase-order preview.
Note: Changes on a purchase order don't sync back to the Product Board. To update an item's specifications on both, see Update Item Specifications on an Existing Purchase Order.
Good to Know
Budget Actuals: purchase-order costs can count toward Budget Actuals even while the order is a draft, so keep item costs, freight, and supplier tax current.
Troubleshooting
Problem | What to check |
An item was left out of my order | Make sure it has a Product Name, Supplier, and Ship To, and isn't already on an open purchase order. |
More than one draft was created | The selected items have different suppliers or ship-to destinations. Gather creates one purchase order for each combination. |
A contact doesn't appear as a ship-to option | Ship-to options are the project's Site address, or an organization in Contacts with a saved address and a type of Contractor, Receiver/Installer, Supplier/Manufacturer, Vendor, or Workroom. Open the organization in Contacts to change its type or add an address. |