QUICK STEPS
In the work order, a red exclamation mark flags any material that's short on inventory, with a shopping cart icon to order it.
Click the shopping cart icon to open a purchase order pre-filtered by the product's vendor.
Select Shortage Quantity to pull in the needed material number, then click Add Selected Products.
Enter quantity (ordering extra is fine) and cost.
Set the order status to Ordered, and fill in carrier, reference number, estimated departure/arrival, estimated shipping cost, warehouse, payment due, and any comments.
Click Print Purchase Order to generate the PO.
Send it to the vendor by Print PDF or Send Email (vendor email auto-populates if listed in FloorZap).
Save the PO.
Track all purchase orders under Inventory Products → Purchase Orders, where you can see status (e.g., Ordered) for each PO.
Click the pencil icon to edit a PO (comments, new line items, resend).
Click the cogwheel icon to open Shipment Arrival — update departure/arrival/shipping estimates if they change (this also updates final cost).
Enter the received quantity once material arrives, add stock area/section, and mark it as Received or Received – Moved to Inventory (moving to inventory makes it available to allocate).
Return to the work order and refresh — the shortage flag clears.
Allocate the material from the new PO, confirm stock area/section, and save.
TIPS: To order material in general (not tied to a specific job), go to Purchase Orders → Inventory PO → Add New, then select a vendor and the shortage/low-quantity items to order.
Remember: Once material is received and allocated, the warehouse team stages it for delivery — that process ties directly into warehouse actions, covered next.