How to Turn an Approved Submittal into a Material PO in Acumatica Construction Edition
Once a submittal comes back from the engineer, purchasing has to work out exactly what it authorizes. 'Approved as Noted' can release some items with conditions while an alternate is still unreviewed, and the field's preference for that alternate is not an approval. The purchase order has to carry only the released items, with the noted conditions, on the right project, task and cost code.
This guide follows a conceptual walkthrough set in Acumatica Construction Edition: checking the project and material request, finding the latest submittal revision, reading the stamped review, matching the supplier quote model by model, checking the cost code budget, holding the unapproved alternate, entering a PO linked to the job and submittal, routing it to the project manager and confirming the result to the superintendent.
- Who does itProject buyer or purchasing coordinator; project engineer decides alternates and the project manager approves the PO
- How oftenEach time a material request is released after submittal approval
- 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 picks up the superintendent's request to release MR-031 (hydronic pumps P-1, P-2, P-3, need on site 02/15/2027) on project 24-117 and Summit Pump's quote Q-55120. It confirms the project and request are active, filters the Submittal Register on spec 23 21 23 and works from Rev 1 (Approved as Noted), not Rev 0 (Revise and Resubmit). The stamped review approves items 1 and 2, with a premium-efficiency motor and 9.25 in. impeller trim noted on item 1, while alternate Alt-A was not reviewed. Under policy SUB-02 only items 1 and 2 can be bought; quote lines 1–2 match them and total 33,935.00, within the 38,320.00 available on cost code 23-2123. The project engineer decides to keep Alt-A off the PO, and the agent marks that request line Held. It enters PO-004812 for the two items, which saves as Pending Approval under rule PUR-04; after pm01 approves it in the ERP, the agent reopens it, checks the approval and links, and replies to the superintendent.
Conceptual walkthrough: the screens are generic stand-ins modeled on how Acumatica Construction Edition 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.
- 0:24Read the release request and the quote
- 0:54Confirm the project and the active material request
- 1:19Find the latest submittal revision and read the stamp
- 2:12Is each item approved and released to purchase?
- 2:34Match the quote to the submittal, model by model
- 3:14Check the cost code budget
- 3:33Project engineer decides on the alternate
- 3:53Hold the alternate on the material request
- 4:23Enter the PO linked to the job and submittal
- 5:12Save the PO and prove it saved
- 5:43Project manager approves the PO
- 6:10Reopen, check the links and tell the field
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.
- Acumatica Construction EditionProjects, material requests, Submittal Register and submittal record, project budget, purchase order entry, approval and links
- Microsoft Outlook (web)Purchasing inbox with the release request, stamped submittal and quote; reply to the superintendent
- Submittal review PDF and supplier quote PDFSUB-232123-002-R1.pdf (engineer's stamp and notes) and Q-55120.pdf
- Microsoft Teams24-117 Purchasing approvals channel for the project engineer and project manager decisions
- LaunchAI agent run panelRun steps, policies in force and closing summary
What you start with
- Superintendent's release request email for MR-031 with the stamped submittal SUB-232123-002-R1.pdf
- Supplier quote Q-55120 from Summit Pump & Supply
- Project 24-117 record and material request MR-031
- Submittal 23 21 23-002 Rev 1 with item dispositions and release flags
- Cost code 23-2123 budget and commitments
- Policies SUB-02 (buy only approved, released items) and PUR-04 (project PO ≥ 25,000.00 needs PM approval)
What you end with
- PO-004812 to Summit Pump & Supply for items 1 and 2, 33,935.00, approved by pm01
- MR-031 line 3 (Alt-A) marked Held with the reason noted
- Recorded project engineer decision on the alternate
- PO linked to project task, material request lines, submittal items and quote
- Reply to the superintendent, copied to the project manager and project engineer
The workflow at a glance
Action Decision Human review Select a step to jump to how it's done.
- 01 Action · Microsoft Outlook (web) Read the release request and the quote
- 02 Action · Acumatica Construction Edition Confirm the project and the active material request
- 03 Action · Acumatica Construction Edition and submittal PDF Find the latest submittal revision and read the stamp
- 04 Decision · Acumatica Construction Edition Is each item approved and released to purchase? Yes The item can be bought: carry it to the quote and budget checks. No Keep it off the PO and ask the project engineer.
- 05 Action · Supplier quote PDF Match the quote to the submittal, model by model
- 06 Action · Acumatica Construction Edition Check the cost code budget
- 07 · Human review · Microsoft Teams Project engineer decides on the alternate
- 08 Action · Acumatica Construction Edition Hold the alternate on the material request
- 09 Action · Acumatica Construction Edition Enter the PO linked to the job and submittal
- 10 Action · Acumatica Construction Edition Save the PO and prove it saved
- 11 · Human review · Microsoft Teams and Acumatica Construction Edition Project manager approves the PO
- 12 Action · Acumatica Construction Edition and Microsoft Outlook (web) Reopen, check the links and tell the field
Step-by-step: how to do it
-
Action · Microsoft Outlook (web) · 0:24 in the video
Read the release request and the quote
Open the field's release request and note the project, material request, items and need-on-site date. Open the supplier's quote email too. Note any preference the field expresses for an alternate, but treat it as a preference, not an approval.
In the video- Marco Ellis · Superintendent · 'Release PO — MR-031 hydronic pumps, 24-117'
- Received
- Mon 11/2, 9:21 AM
- Items
- Pumps P-1, P-2, P-3
- Need on site
- 02/15/2027
- Attachment
- SUB-232123-002-R1.pdf
Prefers integrated-drive Alt-A 'if approved'
- Summit Pump & Supply · 'Quote Q-55120 · Riverside MOB pumps'
- Received
- Fri 10/30, 3:12 PM
- Attachment
- Q-55120.pdf
Base pumps and the Alt-A option priced separately
-
-
Action · Acumatica Construction Edition · 0:54 in the video
Confirm the project and the active material request
Open the project record by project ID and confirm it is active. Note the project manager, project engineer and jobsite address. On the project's material requests, confirm the request is active and its cost code and need-on-site date match the email.
In the video- Project
- 24-117 · Riverside Medical Office Bldg · Active
- Project manager
- pm01 (test)
- Project engineer
- pe02 (test)
- Jobsite
- 400 Larkspur Ave · Fairview (sample)
- MR-031
- Hydronic pumps P-1, P-2, P-3 · long lead · Active
- Cost code
- 23-2123
- Need on site
- 02/15/2027
-
Action · Acumatica Construction Edition and submittal PDF · 1:19 in the video
Find the latest submittal revision and read the stamp
Open the project's Submittal Register and filter on the spec section. If there are several revisions, work only from the latest returned one; an earlier Revise and Resubmit authorizes nothing. Open the stamped review and read each item's disposition and every note, especially conditions on 'as noted' items and anything not reviewed.
In the video- 23 21 23-001 Rev 0
- Revise and Resubmit (09/30/2026)
- 23 21 23-002 Rev 1
- Approved as Noted (10/28/2026)
- Reviewer
- Halvorsen Design Group (EOR)
- Item 1 · P-1, P-2 · ESP-4x3-10 Approved as noted
- Rating
- 15 HP
- Qty
- 2
Note 1: premium-efficiency motor; trim impeller to 9.25 in.
- Item 2 · P-3 · ILC-2x2-8 Approved
- Rating
- 3 HP
- Qty
- 1
- Alt-A · P-1, P-2 · ESP-4x3-10-ID NOT REVIEWED
- Qty
- 2
Note 2: do not procure until dispositioned
-
Decision · Acumatica Construction Edition · 2:12 in the video
Is each item approved and released to purchase?
Open the submittal record and check each item's disposition and release flag. Only items that are Approved or Approved as Noted and released to purchase can go on a PO, whatever the field prefers.
- If yes The item can be bought: carry it to the quote and budget checks.
- If no Keep it off the PO and ask the project engineer.
In the video- Item 1 · ESP-4x3-10 Approved as noted
- Release
- Yes
- Item 2 · ILC-2x2-8 Approved
- Release
- Yes
- Alt-A · ESP-4x3-10-ID Pending review
- Release
- No
-
Action · Supplier quote PDF · 2:34 in the video
Match the quote to the submittal, model by model
Check the quote references the project and is still valid, and note the lead time. Match each quote line to a released submittal item by model, quantity and any noted conditions. Exclude lines for unapproved items; a quote is a price, not an authorization to buy.
In the video- Quote
- Q-55120 · project 24-117 · valid until 11/30/2026
- Lead time
- 12 weeks ARO
- Line 1 · ESP-4x3-10 · prem. eff., trim 9.25 in. = submittal item 1 as noted
- Qty
- 2
- Unit
- 14,860.00
- Ext.
- 29,720.00
- Line 2 · ILC-2x2-8 = submittal item 2
- Qty
- 1
- Unit
- 4,215.00
- Ext.
- 4,215.00
- OPT · ESP-4x3-10-ID Alt-A Excluded, not approved
- Qty
- 2
- Unit
- 17,940.00
- Base lines 1–2 total 33,935.00
-
Action · Acumatica Construction Edition · 3:14 in the video
Check the cost code budget
Open the project budget and find the cost code the material will be charged to. Compare the proposed commitment with the amount still available to commit (revised budget less committed).
In the video- Cost code
- 23-2123 Hydronic pumps
- Revised budget
- 41,500.00
- Committed
- 3,180.00
- Available
- 38,320.00
- Proposed (items 1 + 2)
- 33,935.00
- Remaining
- 4,385.00
-
Human review · Microsoft Teams · 3:33 in the video
Project engineer decides on the alternate
Ask the project engineer about the unapproved alternate, with the submittal disposition, the engineer's note, the quoted price and the field's preference. State the default (leave it off the PO) and wait for a recorded decision.
In the video- Card
- Alt-A · ESP-4x3-10-ID × 2: Pending review, release = No; EOR: do not procure until dispositioned
- Default
- Leave off the PO
- Decision
- pe02 (test), 10:01 AM: keep Alt-A off; EOR still needs the harmonics data; buy items 1 and 2 as approved
-
Action · Acumatica Construction Edition · 3:53 in the video
Hold the alternate on the material request
On the material request, mark the alternate's line as held and write a note with the submittal status and the engineer's decision. Leave the released lines open for purchasing. Save, close, reopen and check the status and note stuck.
In the video- MR-031 line 1 · ESP-4x3-10 Open
- MR-031 line 2 · ILC-2x2-8 Open
- MR-031 line 3 · ESP-4x3-10-ID Held · pending EOR
Alt-A held: submittal item Pending review; pe02 decision 10:01, keep off PO
- Saved 10:02:48, reopened and verified
-
-
Action · Acumatica Construction Edition · 4:23 in the video
Enter the PO linked to the job and submittal
Create a project purchase order. Enter the vendor, project and quote number as the vendor reference, ship to the jobsite address from the project record, and set a promised date that meets the need-on-site date. Add one line per released item with the quoted cost, project task, cost code and submittal item reference. Don't add a line for anything held.
In the video- Vendor
- SUM-0217 Summit Pump & Supply
- Project
- 24-117
- Vendor ref
- Q-55120
- Ship-to
- Jobsite · 400 Larkspur Ave, Fairview · Gate B
- Promised
- 01/29/2027 (ahead of 02/15/2027)
- Order total
- 33,935.00
- Line 1 · ESP-4x3-10
- Qty
- 2
- Unit cost
- 14,860.00
- Task
- 04-MECH
- Cost code
- 23-2123
- Submittal
- 23 21 23-002 R1 · 1
- Line 2 · ILC-2x2-8
- Qty
- 1
- Unit cost
- 4,215.00
- Task
- 04-MECH
- Cost code
- 23-2123
- Submittal
- 23 21 23-002 R1 · 2
- No third line: Alt-A not entered
-
Action · Acumatica Construction Edition · 5:12 in the video
Save the PO and prove it saved
Save the order and read the resulting status; over the approval threshold it should wait for approval, not be issued. Close it, search for the order number and reopen it to confirm the vendor, project, ship-to, cost codes and total persisted.
In the video- PO
- PO-004812
- Status
- Pending Approval, routed to pm01 (test)
- Rule
- PUR-04: 33,935.00 is over 25,000.00
- Saved
- 10:09:21
- Sent to vendor
- No
-
Human review · Microsoft Teams and Acumatica Construction Edition · 5:43 in the video
Project manager approves the PO
Send the approver everything needed to decide: lines, total and quote, cost code availability, submittal disposition, what was excluded and why, and the rule that requires approval. The approver records the decision in the ERP under their own login; the person who entered the PO does not approve it.
In the video- Request
- PO-004812 · Summit Pump & Supply · 24-117 · Needs approval
- Excluded
- Alt-A · held per pe02 (test)
- Decision
- pm01 (test) approved in the ERP at 10:24 AM
-
Action · Acumatica Construction Edition and Microsoft Outlook (web) · 6:10 in the video
Reopen, check the links and tell the field
Reopen the PO and check the status, the approval entry, the links to the project task, request lines, submittal items and quote, and the history. From the submittal side, confirm the released items link to the PO and the alternate has no purchase document. Then reply to the requester with what was bought, what was held and who owns the next step, copying the PM and engineer.
In the video- Status
- Open · approved (not transmitted to the vendor in the test tenant)
- Approval
- PUR-04 · pm01 (test) · Approved 11/02/2026 10:24
- Links
- 24-117 task 04-MECH; MR-031 lines 1–2; 23 21 23-002 Rev 1 items 1, 2; Q-55120
- Alt-A
- No purchase document · Pending review · held
- Reply
- To m.ellis@keystone-mep.test, cc pm01 and pe02, 10:27 AM
Rules, exceptions and controls
Rules to follow
- Work only from the latest returned submittal revision; a Revise and Resubmit authorizes nothing.
- An item may be purchased only if its disposition is Approved or Approved as Noted and it is released to purchase (SUB-02 in the walkthrough).
- Conditions on 'as noted' items (here, premium-efficiency motor and 9.25 in. trim) must be on the quote and PO line.
- A field preference or a priced quote option is not an approval.
- The commitment must fit within the cost code's available budget.
- Project POs at or over 25,000.00 need project manager approval before release (PUR-04 in the walkthrough).
When something doesn't match
- Alternate not reviewed or pending: kept off the PO, held on the material request, and the project engineer decides.
- Quote line doesn't match the approved model, quantity or noted conditions: don't order it; get a corrected quote.
- Proposed commitment exceeds the available budget: stop and raise it with the project manager before entering the PO.
- Promised date later than the need-on-site date: flag it before ordering.
- Approver rejects the PO: it stays unissued and nothing goes to the vendor.
Controls and audit trail
- Submittal disposition and release flag checked for every item before it reaches a PO.
- Every PO line references its submittal item, project task and cost code.
- Budget availability checked against the exact proposed commitment.
- Held alternate recorded on the material request with the reason and decision.
- PO saved, closed and reopened to verify; approval recorded under the approver's own login.
- Links verified from both the PO and the submittal sides.
Practitioner tips
- This workflow starts where Submittal management and material release in Acumatica ends: once the submittal has come back and been handed to purchasing.
- Filter the register on the spec section and show all revisions, so an older disposition can't be mistaken for the current one.
- Put the noted conditions (motor, trim) in the PO line description so the supplier ships exactly what was approved.
- Set the promised date with the need-on-site date and the quoted lead time side by side.
- Tell the superintendent explicitly what was not bought and who owns it, so the alternate doesn't get ordered on the side.
About this walkthrough
In the walkthrough, the agent built PO-004812 for only the two released submittal items, held the unreviewed alternate after the project engineer's decision, routed the PO to the project manager for approval and verified every link by reopening the records.
Documented the way you'd train a new hire — and the same way an agent learns it.
Frequently asked questions
How do I create a PO from an approved submittal in Acumatica?
Check the submittal's item dispositions and release flags, match the supplier quote to the released items, check the cost code budget, then enter a project PO with one line per released item, each carrying the project task, cost code and submittal reference. Save it for approval if it is over your threshold.
Can I order material on an Approved as Noted submittal?
Yes, for the items it approves, provided the PO meets the notes. In the walkthrough, item 1 was approved on condition of a premium-efficiency motor and 9.25 in. impeller trim, and the quote and PO line carried both.
What if the field wants an alternate that hasn't been reviewed?
Keep it off the PO. Ask the project engineer, mark the request line held with the reason, and let the alternate go back through submittal review. A preference is not an approval.
How does this relate to submittal management in Acumatica?
Submittal management and material release covers getting the package reviewed and handing the approved submittal to procurement. This workflow is the next step: turning that handoff into a correct, approved purchase order.
Who approves a construction material PO?
That depends on your approval rules. In the walkthrough, rule PUR-04 routes project POs at or over 25,000.00 to the project manager, who approved PO-004812 in the ERP under their own login.
Can an AI agent turn approved submittals into POs in Acumatica?
This walkthrough shows how one could: it works the inbox, ERP and team channel a buyer uses, orders only released items, and leaves the alternate and the approval to people. It is a conceptual walkthrough with sample data, not a recording.