An organized procurement process connects a clearly defined jobsite need, an approved purchase order, a record of what arrived and a review of what was billed. Each stage needs a clear owner and a record that lets the next stage move forward.
Start with a usable purchase request
A request like 'we need rebar tomorrow' leaves purchasing with too many details to fill in. A useful request includes the project, item description, unit of measure, quantity, required delivery date and the person who can confirm receipt on site.
Flag missing information before creating the order. This reduces the chance that two people fill in different details for the same requirement.
- Who is requesting it, and for which project?
- Which item and specification are required?
- How much is needed, and in which unit of measure?
- When and where should it be delivered?
Define who approves and what they review
Before contacting a vendor, establish approval rules that fit the organization: order scope, relevant budget and authorized approver. Approval should refer to a specific order with clear details.
If quantities, prices or delivery terms change after approval, check whether a new approval is required. The version sent to the vendor should be the same version the team approved.
Separate the order from the actual delivery
A purchase order describes what is expected. A delivery ticket and receiving record describe what arrived. They can differ when a shipment is partial, an item is substituted or a quantity is missing.
For example, if 100 units were ordered and 70 arrived, record the received quantity and keep tracking the remaining balance. The first truck's arrival does not mean the entire order should be closed.
Close the loop with documents
When the invoice arrives, connect it to the purchase order and delivery ticket. Check that the vendor, items, quantities and prices match the agreement and the field team's receiving record.
A difference does not necessarily mean an error: there may be partial billing or another delivery. It still needs an explanation and documentation. Keep the investigation where the team can find it later.
What should you review each week?
A short weekly review helps identify orders stuck between stages. Start with existing records and note who owns each follow-up item.
- Which requests still await approval?
- Which open orders are past their expected delivery date?
- Which deliveries are missing a ticket?
- Which invoices are awaiting investigation?
Frequently asked questions
What is the difference between a purchase request and a purchase order?
A purchase request describes an internal project need. A purchase order records approved items and terms for a specific vendor. Linking them makes it clear which requirement led to the order.
When should a purchase order be closed?
After reviewing deliveries, charges and any outstanding balance. The first delivery may not complete the order, and cancellation of an outstanding balance should be documented.
Keep reading
How to Choose Construction Procurement Software →
How to Track Partial Deliveries and Delivery Tickets →
Construction Purchase Requisition Template: Which Fields Do You Need? →