Vendors & Purchase Orders | FieldCamp

Manage your suppliers and create purchase orders in FieldCamp to restock inventory. Track PO status from draft to received with automatic stock updates.

What Vendors and Purchase Orders Do

Vendors are the suppliers you buy from — the companies that provide your parts, materials, and equipment. Purchase orders (POs) are formal requests you send to those vendors to restock your inventory.

FieldCamp connects vendors, purchase orders, and inventory so that when a PO is marked as received, your stock levels update automatically. No manual counting, no spreadsheets.

The AI-First Way

Tell the Command Centre what you need:

"Create a purchase order for 50 AC filters from ABC Supply"
"Show me all open purchase orders"
"Add a new vendor called ABC Supply, email orders@abcsupply.com"

The AI creates the vendor or PO and fills in the details from your existing data.

Managing Vendors

Adding a Vendor

Go to Inventory in the sidebar.
Click the Vendors tab.
Click + Add Vendor.
Fill in the vendor details:

Field	Required	Description	Example
Vendor name	Yes	The supplier's business name	ABC Supply
Email	No	Contact email for orders	orders@abcsupply.com
Phone number	No	Contact phone	(555) 123-4567
Address	No	Supplier's location	456 Distributor Way, Houston TX

Click Add Vendor to save.

Add vendors before creating purchase orders. When you create a PO, you select from your saved vendor list — no need to re-enter details each time.

Vendor List

All your vendors appear in a table showing name, email, phone, and address. From this view you can:

Edit a vendor to update contact information
Delete a vendor you no longer work with
Click a vendor name to see their details and associated purchase orders

Creating Purchase Orders

Purchase orders let you formally request inventory items from a vendor, track the order, and receive stock into your warehouse.

Creating a Purchase Order

Go to Inventory in the sidebar.
Click the Purchase Orders tab.
Click + Add Purchase Order.
Fill in the PO details:

Field	Description
PO number	Auto-generated (editable if you use your own numbering)
Vendor	Select from your saved vendor list
Items	Choose inventory items and set quantities
Notes	Add instructions or context for the vendor

The total cost is calculated automatically from item quantities and unit prices.
Click Create Purchase Order to save.

Purchase Order Statuses

Every PO moves through a lifecycle:

Status	What it means
Draft	PO is created but not yet sent to the vendor
Sent	PO has been sent to the vendor for fulfillment
Partially received	Some items from the PO have arrived, others are still pending
Received	All items have arrived and stock levels have been updated
Cancelled	PO was cancelled before fulfillment

Receiving Inventory

When your vendor delivers the order:

Open the purchase order.
Mark items as received (all at once or partially).
Stock levels in your inventory update automatically.

If only some items arrive, mark the PO as Partially Received. You can receive the remaining items later and the PO will update to Received when everything is in.

Receiving a purchase order is the step that actually adds stock to your warehouse. Until you mark items as received, inventory levels do not change.

The Purchase Order Workflow

Here is how vendors and POs fit into your daily operations:

A low-stock alert tells you AC filters are running low.
You create a purchase order for 50 filters from ABC Supply.
You send the PO to the vendor.
The vendor delivers the filters.
You mark the PO as received in FieldCamp.
Inventory updates to reflect the new stock.
Your team has the parts they need for upcoming jobs.

Tips for Managing Vendors and POs

Keep vendor info current. Update email and phone when suppliers change contacts.
Use PO notes. Add delivery instructions, urgency level, or special requests.
Review open POs weekly. Follow up on orders that have been in "Sent" status too long.
Match POs to low-stock alerts. Set reorder points in inventory so you know exactly when to create a new PO.