Create a NEW Purchase Order from scratch

The Purchase Order sub-tab is where you create and manage all purchase orders for a project.
While there are several ways to create purchase orders in RAVE, this Article explains how to Create a Purchase order from Scratch.

Click on any of the links below for the Article of that section specifically: 

• Create a NEW Purchase Order from an Accepted Quote
• Creating a NEW Purchase Order – using a CSV File Import

Creating a New Purchase Order from Scratch

You can also create a new Purchase Order in RAVE that is not linked to a quote or estimate price. This is useful when you need to order materials or services outside of an accepted quote.

Steps to Create a Purchase Order from Scratch

1. Click on the ‘Purchase Orders’ sub-tab.

2. Click on the ‘Add a Purchase Order’ button at the top right of the page.

You will then need to:

• Select a Supplier or Contractor.

• Choose the Category/Subcategory (this can also be set for each individual line item if there is more than one).

• Enter all relevant delivery details (such as address, date, and delivery contact).

Adding Items

Because this Purchase Order is not based on an existing quote, all items must be entered manually.

1. Click ‘Add Item’ to start adding line items.

2. For each item, enter the following details:

   • Chart of Account

   • Category/Subcategory (if multiple apply)

   • Unit of Measure

   • Pricing

   • Markup (if applicable)

Once all items are added, continue with your normal process — apply any Purchase Order Templates, and then approve and send, approve and save internally, or save as pending, as needed.

You can manage and customize your Purchase Order and Quote Request message templates through the Site/Build → Templates page.

Editing Note/Delivery Instruction Templates

1. Navigate to Site/Build → Templates.

2. Scroll down to the ‘Note Templates’ section.

3. Locate the relevant Purchase Order or Quote Request template.

4. Click the dropdown arrow beside the View button on the right-hand side of the template to edit, update, or review it.

Naming and Organizing Templates

If multiple team members send quote requests or purchase orders, you can create and name templates for:

• Individual staff members (e.g., specific project managers or quantity surveyors).

• Particular situations or types of communication (e.g., supplier orders, subcontractor requests, or site delivery instructions).

This helps ensure clear communication, consistent formatting, and accurate delivery instructions across all projects and users.

Processing On/Off

The Processing On option is used to flag a Purchase Order with a cogwheel icon, indicating that it is still in progress and should not be followed up for invoicing yet.

When Processing On is enabled, it means the supplier or contractor has not yet fully billed you for that Purchase Order. This helps prevent unnecessary calls or emails to chase invoices that are still pending completion.

Turning Processing On or Off

You can toggle this setting at any time:

1. Open the relevant Purchase Order.

2. Click on the three-dot dropdown button.

3. Select Turn Processing On or Turn Processing Off, as required.

This simple visual indicator helps your team track which Purchase Orders are still being processed versus those ready for invoicing or follow-up.