Superintendent - Field PO's

Field Purchase Orders 101

Field purchase orders are to be written for all purchases made by field personnel. Coordinate with other superintendents when possible prior to purchasing any tools to verify that they are not currently located in storage elsewhere. Discuss any major purchases with the project manager prior to purchasing to ensure that items have not been covered in other PO’s or subcontractors scopes.

All purchase orders must contain the job number, description of the item, quantity, price (or unit price), name of supplier, and whether or not tax is included.

Field purchase orders template/forms are to be completed within Procore under the “Forms” tool. Detailed descriptions of each item and a photo of the receipt/invoice needs to be attached to the body of the description.  The step-by-step method for creating a Purchase Order using the Procore app can be found below. Additionally, if you login to Procore on the computer, click the question mark in the top right, and select “Training Center” a walk through, including video tutorial can be accessed.

Do not allow subcontractors to order material for which Brinkmann Constructors is paying. Only our personnel should be placing these orders.

RULE: Purchase orders are to be used when purchasing material and equipment ONLY. Purchase orders are not allowed to be used for any services. Special Work Directives are to be used for services performed by a contractor that is currently working with Brinkmann to ensure proper insurance requirements are met. (Reference Documenting Procedures – Special Work Directives for further information.)

Any purchase needed for the job that exceeds $500 must be approved by the project manager prior to purchasing.

 

Procedure

1. Navigate to your Tools dashboard within your project.
2. Choose the "Forms" tile
3. To add a new PO and/or SWD click the orange plus sign located in the top right.
4. Choose appropriate template
5. Fill in the information as necessary
6. To properly calculate the dollar amount for your PO/SWD, you need to enter the Quantity and Unit Price. The form will automatically sum your subtotal by line item as well as the total for the form
7. You must have an authorized signature for the form to be complete. Click the signature field at the bottom and use your finger or device pen to sign.
8. Page 2 - "Attachments" (App only)
9. Navigate to page 2 of the form to add pertinent photos.
10. Hold your finder down on the screen for 2 full seconds (zoom circle should appear), when you lift your finger you should see an edit banner appear
11. Select the photo tool ("Camera" - 4th icon from the right ") from the banner
12. Attach the appropriate photo from your device or take a photo with your camera
13. Select the "Low Quality" option
14. Once your information has been added, clicked the "i" icon on the top right.
15. In the pop-up box you can attach any pertinent photographs (pictures of receipts, work being done, etc.)
16. Click the "Name" field in the pop-up. All PO's and SWD's should be named using the following formula: Template Project Number - Three digit numeric
    1. Example: PO 1234-001, PO 1234-002
    2. Example: SWD 1234-001, SWD 1234-002
17. In the description box please use the following formula:
    1. Contract/Vendor Name - Dollar Amount (if known) - Brief Description
       1. Example: Lowes - $500 - Nails for the doorframes
       2. Example: Vee Jay - $1,200 - Repair damaged wall from lift
18. Save
19. Email the SWD/PO by selecting the form from the list of completed forms in your project.
20. Choose "Menu" from the top right of the screen, and "send" from the drop-down menu.
21. Fill in the appropriate 'send to' information. (You will only be able to send to personnel currently assigned to your project.)

What are SWD's?

Special Work Directives (SWD’s) are a form that the superintendent should only use when there is a change in the contract scope of work for a subcontractor performing work. Purchase Orders are only to be used when purchasing materials or equipment. (Reference section: Documenting Procedures – Purchase Orders).

SWD’s are for verification of labor hours, tools and equipment, not for verification of cost.  All material costs are to be relayed on these forms.

 

Brinkman Standard Items

It is important to communicate with the project manager before any SWD’s are issued to a subcontractor. It is imperative to fully understand and read each subcontract for each subcontractor.

Brinkmann superintendents are not to sign any subcontractors extra work tickets for any reason, period! This is covered prior to the subcontractor starting work in the precon form as well as buy-out. Your signature on the SWD when submitted is the signature that will be documented.

It may be warranted to use SWD’s to track overtime or any supplemental work. Prior to this taking place detailed conversations with the project manager, subcontractor and superintendent need to take place to ensure all procedures are followed and tracked accordingly.

Submit SWD’s immediately after work is complete for the project manager and subcontractor to process change orders, etc. 

SWD’s can also be used for backcharges. Discuss this process with the project manager prior to SWD backcharges related to subcontractor or sub-subcontractor.

The SWD process is handled in the same “Forms” tool in Procore that Field PO’s are created. Similar to the purchase orders, a description of the scope of work (reason for SWD) needs to be explained in detail and a clear, legible photo of the subcontractors extra ticket is to be attached. (Explanation of procedure is found below) Forms are submitted to the subcontractor’s office staff, Brinkmann project manager, and the project engineer. At the beginning of the project it should be discussed and decided if the project assistant is to be copied on these forms.