How to Enter Job-Cost Coded Material POs in Trimble Viewpoint Spectrum
On a construction job, a material PO is a commitment against a specific job, phase and cost category. If lines are coded only at the header, or two jobs' material ends up on one PO because it's the same supplier, job costs and committed-cost reports are wrong from the start. And a PO that pushes a phase over budget shouldn't go to the vendor until the project manager decides.
This guide follows a conceptual walkthrough set in Trimble Viewpoint Spectrum: reading two foremen's requisitions, keeping each job on its own PO, coding every line to job, phase and category, checking remaining phase budget against open commitments, saving the in-budget PO, saving the over-budget one on hold for the project manager, and reporting back to both foremen with an evidence log.
- Who does itPurchasing agent or project buyer; project manager approves over-budget commitments
- How oftenDaily, as material requisitions come in from the field
- Steps12 steps · 5 systems
Watch the full workflow
a conceptual walkthrough of the agent's run, with sample data.
In this conceptual walkthrough, an AI agent reads two material requisitions under policy BUY-03: Rosa Delgado's for job 2241 (phase 23-3100 Ductwork, category M, need 11/10/2026 at Gate 2) and Tom Whitaker's for job 2258 (phase 23-0719 HVAC insulation, need 11/12/2026 at the loading dock), both from Tri-County HVAC Supply. It signs in through single sign-on and keys a PO for job 2241 with job, phase and category on every line (total 1,126.80), then starts a separate PO for job 2258 rather than adding it to the first (total 3,235.80). The budget check shows 7,350.00 remaining on 2241 / 23-3100 / M but only 2,680.00 on 2258 / 23-0719 / M, 555.80 short. The agent saves PO-2241-0087 as Open and PO-2258-0031 On Hold, verifies both by reopening them, and asks project manager pm03, who keeps the hold until change order CO-07 is executed. It writes an evidence log and sends both foremen a status note copied to pm03.
Conceptual walkthrough: the screens are generic stand-ins modeled on how Trimble Viewpoint Spectrum lays out this work, not the product's own interface, and every company, vendor and value is sample data. Workflow and screens vary by ERP version and configuration. No vendor partnership is implied.
- 0:22Read the first requisition
- 0:50Read the second requisition
- 1:10Open PO entry and enter the header
- 1:40Key every line with its own job, phase and category
- 2:30Does the next requisition belong on this PO?
- 2:40Enter a separate PO for the other job
- 3:30Does each PO fit the remaining phase budget?
- 3:54Save the in-budget PO and prove it saved
- 4:29Save the over-budget PO on hold
- 5:03Project manager decides on the overage
- 5:27Compare source to saved record and log the evidence
- 6:40Tell both foremen where their material stands
Systems involved
You need access to each of these before you start. In the walkthrough the agent works in all of them from one desktop, signed in as the user.
- Trimble Viewpoint Spectrum – Purchasing and Job CostPurchase order entry and inquiry, line-level job / phase / category coding, commitments and budget by job and phase
- GmailPurchasing inbox with the foremen's requisitions; status note to both requesters
- Google Sheetsjob-buying-evidence-2026-11-03 evidence log
- SlackJob 2258 · Harbor Point channel for the project manager's decision
- LaunchAI agent run panelRun steps, policy in force and closing summary
What you start with
- Material requisition email from R. Delgado for job 2241 (3 items)
- Material requisition email from T. Whitaker for job 2258 (2 items)
- Vendor TCS-118 Tri-County HVAC Supply
- Remaining budget by job, phase and category (revised budget less job-to-date cost and open commitments)
- Policy BUY-03: every line coded to job, phase and category; no phase over budget without PM approval
What you end with
- PO-2241-0087 for job 2241, 1,126.80, Open and verified
- PO-2258-0031 for job 2258, 3,235.80, On Hold with an internal note
- Recorded project manager decision: hold until change order CO-07
- Evidence log (6 rows) linking sources, budget check, decision and saved state
- Status email to both foremen, copied to pm03
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Gmail Read the first requisition
- 02 Action · Gmail Read the second requisition
- 03 Action · Trimble Viewpoint Spectrum – Purchasing Open PO entry and enter the header
- 04 Action · Trimble Viewpoint Spectrum – Purchasing Key every line with its own job, phase and category
- 05 Decision · Trimble Viewpoint Spectrum – Purchasing Does the next requisition belong on this PO? Yes Add the lines to the open PO. No Leave the open PO unsaved for its own budget check and start a separate PO for the other job.
- 06 Action · Trimble Viewpoint Spectrum – Purchasing Enter a separate PO for the other job
- 07 Decision · Trimble Viewpoint Spectrum – Job Cost Does each PO fit the remaining phase budget? Yes Save the PO and verify it. No Save it on hold only and ask the project manager; don't issue it.
- 08 Action · Trimble Viewpoint Spectrum – Purchasing Save the in-budget PO and prove it saved
- 09 Action · Trimble Viewpoint Spectrum – Purchasing Save the over-budget PO on hold
- 10 · Human review · Slack Project manager decides on the overage
- 11 Action · Gmail, Trimble Viewpoint Spectrum and Google Sheets Compare source to saved record and log the evidence
- 12 Action · Gmail Tell both foremen where their material stands
Step-by-step: how to do it
-
Action · Gmail · 0:22 in the video
Read the first requisition
Open the purchasing inbox and pick out the material requisitions from the field; skip promotions and notices that need no action. For each requisition note the job, phase, cost category, items and quantities, need-on-site date and delivery point.
In the videoRosa Delgado · Foreman, 'Material req — Job 2241 Lakeview Elementary, need 11/10' (7:05 AM).
- Job
- 2241 Lakeview Elementary
- Phase
- 23-3100 Ductwork
- Category
- M
- Need on site
- 11/10/2026, Gate 2
- SD-12-10 · Spiral duct 12 in x 10 ft, 26 ga
- Qty
- 40 EA
- Est.
- 18.60
- SC-12 · Spiral coupling 12 in
- Qty
- 40 EA
- Est.
- 3.15
- DS-1G · Duct sealant, water-based, 1 gal
- Qty
- 12 EA
- Est.
- 21.40
-
Action · Gmail · 0:50 in the video
Read the second requisition
Read the next requisition the same way. If it uses the same supplier but a different job or phase, note it: each job's material must land on its own PO.
In the videoTom Whitaker · Foreman, 'Req: Job 2258 Harbor Point insulation, need 11/12' (7:18 AM).
- Job
- 2258 Harbor Point Medical
- Phase
- 23-0719 HVAC insulation
- Category
- M
- Deliver
- Loading dock by 11/12/2026
- DW-2-FSK · Duct wrap 2 in FSK, 1.0 pcf, roll
- Qty
- 30 RL
- Est.
- 96.50
- TP-FSK-3 · FSK tape 3 in x 150 ft
- Qty
- 24 RL
- Est.
- 14.20
-
Action · Trimble Viewpoint Spectrum – Purchasing · 1:10 in the video
Open PO entry and enter the header
Sign in through your company's normal sign-in (single sign-on in the walkthrough) and open purchase order entry. Start a new PO and enter the vendor, job, default phase and category, the required date and the ship-to address from the requisition.
In the video- Vendor
- TCS-118 Tri-County HVAC Supply
- Job
- 2241 Lakeview Elementary HVAC retrofit
- Default phase
- 23-3100
- Category
- M · Material
- Required
- 11/10/2026
- Ship to
- Lakeview Elementary · 1200 Birch Rd, Millbrook · Gate 2
-
Action · Trimble Viewpoint Spectrum – Purchasing · 1:40 in the video
Key every line with its own job, phase and category
Add one line per requisition item with quantity and unit price, and enter the job, phase and cost category on each line, not just the header. Check quantities match the requisition line for line and the PO total adds up.
In the video- Line 1 · SD-12-10
- Qty
- 40
- Price
- 18.60
- Ext.
- 744.00
- Coding
- 2241 · 23-3100 · M
- Line 2 · SC-12
- Qty
- 40
- Price
- 3.15
- Ext.
- 126.00
- Coding
- 2241 · 23-3100 · M
- Line 3 · DS-1G
- Qty
- 12
- Price
- 21.40
- Ext.
- 256.80
- Coding
- 2241 · 23-3100 · M
- PO total 1,126.80 = 744.00 + 126.00 + 256.80
-
-
Decision · Trimble Viewpoint Spectrum – Purchasing · 2:30 in the video
Does the next requisition belong on this PO?
Before adding more lines, compare the next requisition's job and phase with the open PO. Same supplier is not enough; material for another job on this PO would charge it to the wrong job.
- If yes Add the lines to the open PO.
- If no Leave the open PO unsaved for its own budget check and start a separate PO for the other job.
In the video- Open PO
- Job 2241 Lakeview
- Requisition 2
- Job 2258 Harbor Point
- Result
- Job mismatch: separate PO
-
Action · Trimble Viewpoint Spectrum – Purchasing · 2:40 in the video
Enter a separate PO for the other job
Start a new PO for the second job with its own header (job, phase, category, required date, delivery point) and code each line to that job, phase and category.
In the video- Job
- 2258 Harbor Point Medical fit-out
- Ship to
- Harbor Point Medical · 75 Quay St, Port Ellis · loading dock
- Total
- 3,235.80
- Line 1 · DW-2-FSK
- Qty
- 30 RL
- Price
- 96.50
- Ext.
- 2,895.00
- Coding
- 2258 · 23-0719 · M
- Line 2 · TP-FSK-3
- Qty
- 24 RL
- Price
- 14.20
- Ext.
- 340.80
- Coding
- 2258 · 23-0719 · M
-
Decision · Trimble Viewpoint Spectrum – Job Cost · 3:30 in the video
Does each PO fit the remaining phase budget?
Look up the budget for each job, phase and category. Remaining is the revised budget less job-to-date cost less open commitments. Compare each proposed PO total with what remains on its own phase and category.
- If yes Save the PO and verify it.
- If no Save it on hold only and ask the project manager; don't issue it.
In the video- 2241 · 23-3100 Ductwork · M Within
- Revised budget
- 48,000.00
- JTD cost
- 31,250.00
- Open commit.
- 9,400.00
- Remaining
- 7,350.00
- Proposed
- 1,126.80
- 2258 · 23-0719 HVAC insulation · M Over 555.80
- Revised budget
- 9,800.00
- JTD cost
- 5,240.00
- Open commit.
- 1,880.00
- Remaining
- 2,680.00
- Proposed
- 3,235.80
Duct wrap alone is 2,895.00
-
Action · Trimble Viewpoint Spectrum – Purchasing · 3:54 in the video
Save the in-budget PO and prove it saved
Save the in-budget PO and note the PO number and status. Close it, look it up by PO number and reopen it. Check the vendor, job, phase, category, total and ship-to, and that every line still carries the right coding with nothing from the other job.
In the video- PO
- PO-2241-0087
- Status
- Open (not transmitted to vendor in the test tenant)
- Commitment
- Posted to 2241 / 23-3100 / M
- Reopened
- TCS-118 · 2241 · 23-3100 · M · 1,126.80 · Lakeview Gate 2
-
Action · Trimble Viewpoint Spectrum – Purchasing · 4:29 in the video
Save the over-budget PO on hold
Add an internal note with the budget figures and the reason for the hold, then save the PO with an on-hold status so it can't be issued. Close it, look it up and reopen it to confirm the status, coding, total and delivery point.
In the video- PO
- PO-2258-0031
- Status
- On Hold · approval
- Note
- ON HOLD · BUY-03: remaining 2,680.00; this PO 3,235.80 (over 555.80). Do not transmit.
- Reopened
- 2258 · 23-0719 · M · 3,235.80 · loading dock
-
Human review · Slack · 5:03 in the video
Project manager decides on the overage
Send the project manager the PO, the phase and category, the remaining budget, the overage, which line drives it, and the source requisition. The PO stays on hold until the PM records a decision; the buyer does not approve it.
In the video- Card
- PO-2258-0031 · On Hold · needs PM: remaining 2,680.00, this PO 3,235.80 (over 555.80)
- Driver
- Ln 1 duct wrap 30 RL × 96.50 = 2,895.00
- Decision
- pm03 (test), 8:06 AM: keep on hold until CO-07 (adds 4,000.00 to 23-0719) is signed
-
Action · Gmail, Trimble Viewpoint Spectrum and Google Sheets · 5:27 in the video
Compare source to saved record and log the evidence
Put each requisition next to its reopened PO and check job, items, quantities and delivery field for field. Then record each source, the budget check, the PM decision and the saved state after reopen in an evidence log.
In the video- Req email · R. Delgado
- Job
- 2241
- Amount
- 1,126.80
7:05 AM · 3 items · need 11/10 · Gate 2
- Saved PO · PO-2241-0087 Open · verified
Reopened 7:48 · 9/9 coded fields match
- Budget check BUY-03 · 2258 Over budget
- Amount
- −555.80
- Saved PO · PO-2258-0031 On Hold · verified
Reopened 7:50 · not transmitted
- PM decision · pm03 Hold until CO-07
Chat 8:06 AM
-
-
Action · Gmail · 6:40 in the video
Tell both foremen where their material stands
Send one status note to the requesters, copied to the project manager: which PO was saved and when it's required, which is on hold, why, and who decides next. Attach the evidence log.
In the video- To
- r.delgado; t.whitaker (cc pm03)
- Subject
- Material reqs 11/03 — Job 2241 ordered, Job 2258 on hold
- Attachment
- job-buying-evidence-2026-11-03.xlsx
- Sent
- 8:11 AM
Rules, exceptions and controls
Rules to follow
- Every PO line is coded to job, phase and cost category, not just the header (BUY-03 in the walkthrough).
- Each job gets its own PO, even when the supplier is the same.
- Remaining budget = revised budget − job-to-date cost − open commitments, per job, phase and category.
- No phase goes over budget without project manager approval.
- An over-budget PO may be saved only on hold and is not issued until the PM decides.
- PO quantities must match the requisition line for line.
When something doesn't match
- Second requisition for a different job: separate PO, never added to the open one.
- Proposed PO exceeds remaining phase budget: saved on hold with a note, PM asked, nothing sent to the vendor.
- PM keeps the hold pending a change order: the PO stays on hold and the requester is told who decides next.
- Reopened PO doesn't match the requisition or saved coding: correct it before anything is issued.
Controls and audit trail
- Line-level job, phase and category on every PO line.
- Budget check against remaining phase budget including open commitments before saving.
- Each saved PO closed, looked up and reopened to verify every coded field.
- Over-budget POs carry an internal hold note and stay unissued.
- PM decision recorded in the job channel.
- Evidence log ties each source email to its budget check, decision and saved record.
Practitioner tips
- Read every requisition before saving anything; a second job from the same supplier is the easiest way to mis-code a PO.
- Include open commitments in the budget check, not just job-to-date cost, or a phase can look healthier than it is.
- Name the line that drives an overage so the PM can decide quickly whether to cut, split or wait for a change order.
- Put the hold reason in the PO's internal notes so anyone who opens it knows why it hasn't gone out.
- Copy the PM on the status note to the field so everyone sees the same answer.
About this walkthrough
In the walkthrough, the agent turned two foremen's requisitions into two separately coded POs, saved the in-budget one as Open, held the over-budget one for the project manager, verified both by reopening them and reported back with an evidence log.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I code a material PO to a job in Trimble Viewpoint Spectrum?
Enter the job, phase and cost category on the PO, and on each line, so every line's commitment lands on the right job cost code. In the walkthrough every line carries its own job, phase and category even though the header has defaults.
Can I put two jobs on one PO if they use the same supplier?
It's safer not to. In the walkthrough, policy BUY-03 requires a separate PO per job so material for one job is never committed against another.
How do I check if a PO will put a phase over budget?
Look up the job's budget by phase and category and calculate remaining as revised budget less job-to-date cost less open commitments, then compare the PO total. In the walkthrough, job 2258 phase 23-0719 had 2,680.00 remaining against a 3,235.80 PO.
What should happen to an over-budget material PO?
Save it on hold with a note explaining the overage, ask the project manager, and don't send it to the vendor until there's a recorded decision. In the walkthrough, the PM kept it on hold until change order CO-07 is signed.
How do I verify a PO saved correctly?
Close it, look it up by PO number and reopen it, then check vendor, job, phase, category, total, ship-to and each line's coding against the requisition.
Can an AI agent enter job-cost coded POs in Spectrum?
This walkthrough shows how one could: it works the inbox, ERP, sheet and chat a buyer uses, codes every line, saves only what the budget allows and leaves over-budget orders on hold for the PM. It is a conceptual walkthrough with sample data, not a recording.