×

How to use the PO tracker

🔍 Finding a purchase order — everyone

Search

Type in the search box — it matches job names, PO numbers, MCC codes, sites and (for finance) claim codes.

Filter

Narrow the board by site, work category or (finance) status. The count next to “Purchase Orders” shows how many match.

Scrolling

Cards are grouped under site headings, A–Z (active POs first within each site). The heading sticks to the top while you scroll, so you always know which site you're in. Fully claimed and Completed POs are tucked into two drop-down sections at the bottom — tap the heading to open them (a search opens them automatically).

On the job

Quote the big orange MCC PO Cost Code on job sheets and dockets — that's the number under every job name.

View

☀ / ☾ switches between light and dark mode; the A–A slider makes the whole board bigger or smaller (desktop). Both are remembered on this device.

🧾 Reading a card

Status chips

ACTIVE approved and running · AWAITING not yet approved · CLAIMED fully claimed · DONE completed · ARCHIVED hidden from the board.

Warning tags

Over-claimed claims exceed the PO total (remaining shows red) · <10% left nearly used up · No claim this month recurring PO with no claim dated this month yet. Finance view only.

⚠ marker

Imported from the old system with missing details (hover it to see what) — open the PO, press Edit PO, fill the gaps and Save to clear it.

💰 The finance view

Who gets it

Anyone with access to the Finance SharePoint site. Everyone else automatically gets the look-up view with no money shown.

What you see

Total / Claimed / Remaining tiles for the current filter, money on every card, and the full PO detail when you click a card.

View-only access

Managers with read-only Finance access see all the numbers — the editing buttons are simply hidden.

💵 Adding an invoice / claim

Steps

1. Click the PO's card to open it.
2. Under Add Invoice, enter the claim code (e.g. ENS-SE-0826/1), date and amount ex GST.
3. Optionally Choose File to attach the invoice PDF.
4. Press Add — it saves and the totals update.

📄 PDF reader

When you attach an invoice PDF, the app reads it and prefills the code, date and amount for you — always check the values before pressing Add. It only fills boxes you haven't typed in.

Forgot the PDF?

Every claim row has an upload invoice link — click it any time to attach the file.

Fixing an invoice

Re-issued an invoice to the customer? Click edit on the claim row, change the code, date or amount, then Save (or Cancel). Totals update straight away.

Removing an invoice

Click delete on the claim row, then confirm delete. The claim and its attached invoice file go to the SharePoint recycle bin (recoverable for 93 days).

PO documents

The upload link next to “PO documents” attaches the client's PO paperwork to the PO itself.

📝 Adding or editing a PO

New PO

1. Press ＋ PO (top right of the board).
2. Fill in the job, site, category, PO numbers, status, type and total value. New site, category or type? Pick ＋ Add new… at the bottom of its dropdown and type it in.
3. Optionally attach the PO document, then press Add PO.

If the client PO number already exists you'll get a warning naming the other PO — press Add PO again if it's genuinely a second one.

📄 PDF reader

Attach the client's PO PDF first and the app reads it — client PO number, site and total value prefill automatically for the common client formats (Ensham, Curragh, Argo, MAK and others). Check the values, then save. Blank boxes just mean it couldn't read that field.

Edit

Open the PO and press Edit PO — same form, plus Archive and Delete.

History

The History button shows every change to the PO — who, what and when — in SharePoint version history.

📋 Sites, categories & types

New one on a PO

In the PO form, open the site / client, work category or type dropdown, pick ＋ Add new… and type the name. It saves with the PO and every PO form offers it after that.

The Lists tab

Add a site, category or type before any PO uses it, or Hide one you're finished with (a site you no longer work at, a duplicate). Hidden ones stop showing in the PO form; POs already using them keep them. Show brings one back. Each one shows how many POs use it.

No near-duplicates

A new name that matches an existing one apart from capitals uses the existing one, so “curragh” goes in as “Curragh”.

Built in

Project and Recurring always stay. Recurring POs get the No claim this month reminder; types you add don't.

Who

Anyone who can edit POs. View-only finance access doesn't see the Lists tab.

🗂 Archive & delete

Archive

Open the PO → Edit PO → Archive. It disappears from everyone's board. To see archived POs, set the status filter to Archived; open one and press Unarchive to bring it back. Fully reversible.

Delete

Open the PO → Edit PO → Delete PO, then press it a second time to confirm. Removes the PO, its claims and its files.

Oops?

Deleted items sit in the SharePoint recycle bin for 93 days — contact CQCS to restore one.

💳 Software & card charges, finance only

Where

The Software & cards tab at the top of the finance view. Only people with Finance site access can see it, the same as the money on POs.

Adding

1. Press ＋ Charge.
2. Fill in the company, software, the card it's billed to and the day of the month it comes out.
3. Per-seat software: enter seats and price per seat and the monthly charge works itself out. Flat fee: leave those blank and type the monthly charge.
4. Press Add, then Yes, save to confirm.

When it comes out

The table lists what's coming out next first, with the date. The Out next 7 days tile totals the coming week, and the When it comes out chart shows each day of the month (days already gone this month are faded). Charges on the 29th to 31st come out on the last day of shorter months.

Amounts

Enter what actually hits the card each month. Annual plans: enter the monthly equivalent and put the renewal date in Notes.

Missed payments

If a charge didn't go through, press Mark missed on its row. It gets a red Overdue since pill with the date it was due, and the red overdue button above the table counts them and adds up their monthly charges. Press that button to see only the overdue ones, and again to see everything. Once it's paid, press Mark paid. On a phone, tap the charge and set the date below instead. If it was missed in an earlier month, open the charge and set Missed payment, due on to that date. The first time, finance may need to press Update the list.

Microsoft 365 licences

Open a Microsoft charge and pick its Microsoft 365 licence. Its seats then follow the number of paid licences in Microsoft 365, so the monthly charge (licences × price per licence) updates by itself when licences are added or removed. The row shows how many are paid for, how many are in use and when the subscription renews. Paid licences that aren't on the board yet are listed above the table: press one to add it, then enter its price per licence and the day it comes out. Microsoft doesn't share prices, so enter the price per licence from an invoice. In a month when licences change it's an estimate, because Microsoft charges part-months for changes.

Card

A name you'll recognise plus the last 4 digits, e.g. “Amex 1234”. Full card numbers are refused on purpose (account and reference numbers are fine).

Charts

Click a bar (a day, a card or a company) to filter the table to it; click it again (or the ✕ chip) to clear. Click a column heading to sort.

Editing

Click a row to update it (seat count changed, price went up) or delete it. Every change keeps SharePoint version history.

Nothing gets lost

The charge form only closes from its own buttons. Clicking outside it does nothing, and Save, Cancel, ✕ and Delete all ask you to confirm first. Go back returns to the form with everything still filled in.

💬 Ask the board, finance only

Ask a question

The Ask the board button in the bottom right opens a chat. Type a question, like “What's left on the Argo POs?” or “Which recurring POs have no claim this month?”, and ask follow-ups in the same chat. New chat starts again; ✕ or Esc closes it and keeps the conversation.

What it knows

Every PO (archived ones too) with its status, PO numbers, total, invoices and what's left, whatever filters you have on. It can't see Software & cards or the PO documents, and it can't change anything.

Check before acting

Answers come from AI (Claude Haiku, through Vercel) and can be wrong. Check the PO before you act on one. The PO data is sent to the AI only when you ask, and it isn't kept or used for training.

Who

Anyone with Finance site access. Everyone else doesn't get the button.

📤 Export

CSV

The CSV button downloads what's on screen right now — your search and filters apply, so filter to a site first to export just that site.

🤝 Working together

Your name on it

Every change is saved to SharePoint under your own account, with full version history — no shared logins.

Sign-in loop

Close the tab and reopen the tracker from your bookmark or Teams link.

“403” on save

Your account doesn't have write access to the Finance site — contact your admin.

Problems?

Contact CQ Computing Solutions.