Property Management · Yardi Voyager

How to Create a Property-Coded PO from a Maintenance Work Order in Yardi Voyager

When a maintenance tech confirms a failed part, purchasing has to buy it quickly without buying it twice, from a vendor that is actually approved for that property, coded to the right property, unit and GL account. If the cost is above the site manager's limit, the PO also has to wait for the right approver before it is issued.

This guide follows a conceptual walkthrough set in Yardi Voyager: reading the coordinator's priority request and the vendor quote, opening the work order, checking for duplicate work orders and existing POs, confirming the vendor on the property's approved list, matching the quote to the asset, classifying the repair as operating or capital, entering a property-coded PO, routing it to the regional approver, issuing it after approval and updating the work order.

  • Who does itMaintenance purchasing coordinator or property accountant; property manager or regional manager approves by limit
  • How oftenEach time a work order needs parts or vendor service
  • 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 the coordinator's priority request for work order WO-55871 (property CC-104 Willow Bend Apartments, unit B-214, failed heat pump compressor, High priority, due 11/06) and Allied Comfort Parts' quote QT-7781. It opens the work order and the tech's diagnosis, then filters the unit's work orders and finds WO-55874 from the resident portal is a duplicate; a purchase order search finds no existing PO for the unit. Vendor AV-0412 Allied Comfort Parts is approved for CC-104 with insurance valid to 03/31/2027, while Northgate Mechanical is suspended. The quote matches the asset and installs 11/05, before the due date. Under policy PM-PUR-02 rev 4, the 3,180.00 compressor repair is an operating repair to GL 6420 and above the property manager's 2,500.00 limit, so regional manager rm02 must approve. The agent enters PO-104-00318 coded to CC-104, B-214 and GL 6420, saves it as Pending approval, and asks rm02, who approves in the ERP. It then issues the PO in the test tenant with vendor transmission off, verifies it, sets the work order to Parts on order with a note and replies to the coordinator.

Conceptual walkthrough: the screens are generic stand-ins modeled on how Yardi Voyager 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.

  1. 0:25Read the request and the vendor quote
  2. 0:51Find the priority work order
  3. 1:06Read what the work order actually needs
  4. 1:35Already requested or already ordered?
  5. 2:18Confirm the vendor is approved for the property
  6. 2:39Match the quote to the work order
  7. 3:12Capital or operating, and who approves?
  8. 3:39Enter the property-coded PO
  9. 4:37Save for approval and verify
  10. 5:05Regional manager approves
  11. 5:35Issue the PO after approval and verify
  12. 6:07Update the work order and tell the coordinator

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.

  • Yardi Voyager – Maintenance and PurchasingWork orders and diagnosis, purchase order search and entry, approved vendors by property, approval route and PO history
  • GmailMaintenance inbox with the coordinator's request, vendor quote and resident-portal notice; reply to the coordinator
  • Vendor quote PDF and purchasing policyQT-7781.pdf and PM-PUR-02 rev 4 (capital vs operating, approval limits)
  • SlackRegional approvals channel where the approval request is posted and the regional manager replies
  • LaunchAI agent run panelRun steps, policy in force and closing summary

What you start with

  • Coordinator's priority request email for WO-55871
  • Vendor quote QT-7781 from Allied Comfort Parts
  • Work order WO-55871 with asset HP-B214 and tech diagnosis
  • Approved vendor list for property CC-104
  • Purchasing policy PM-PUR-02 rev 4: capital vs operating and approval limits

What you end with

  • PO-104-00318 to AV-0412, 3,180.00, coded CC-104 · B-214 · GL 6420, linked to WO-55871
  • Regional approval by rm02 recorded in the ERP approval route
  • PO issued (test tenant, vendor transmission off) and verified
  • WO-55871 set to Parts on order with a PO note; duplicate WO-55874 flagged
  • Reply to the maintenance coordinator, copied to rm02

The workflow at a glance

Action Decision Human review Select a step to jump to how it's done.

  1. 01 Action · Gmail Read the request and the vendor quote
  2. 02 Action · Yardi Voyager – Maintenance Find the priority work order
  3. 03 Action · Yardi Voyager – Maintenance Read what the work order actually needs
  4. 04 Decision · Yardi Voyager – Maintenance and Purchasing Already requested or already ordered? Yes Don't order again; link to the existing PO or work order. No Buy against the original work order only and flag any duplicate for the coordinator to merge or close.
  5. 05 Action · Yardi Voyager – Purchasing Confirm the vendor is approved for the property
  6. 06 Action · Vendor quote PDF Match the quote to the work order
  7. 07 Decision · Purchasing policy Capital or operating, and who approves? Yes Within the site limit: the property manager approves. No Above it: route to the regional approver and don't issue until approved.
  8. 08 Action · Yardi Voyager – Purchasing Enter the property-coded PO
  9. 09 Action · Yardi Voyager – Purchasing Save for approval and verify
  10. 10 · Human review · Slack and Yardi Voyager Regional manager approves
  11. 11 Action · Yardi Voyager – Purchasing Issue the PO after approval and verify
  12. 12 Action · Yardi Voyager – Maintenance and Gmail Update the work order and tell the coordinator

Step-by-step: how to do it

  1. Action · Gmail · 0:25 in the video

    Read the request and the vendor quote

    Open the maintenance inbox and read the coordinator's request: work order, property, unit, problem, priority and due date. Find the vendor's quote email and any resident-portal notices for the same unit. If the requester says who should approve, note it, but check it against the written policy later rather than taking it on trust.

    In the video
    • Lena Ortiz · Maintenance coordinator · 'PRIORITY · WO-55871 B-214 heat pump compressor — need part'
      Received
      Wed 11/4, 7:52 AM
      Property
      CC-104 Willow Bend
      Unit
      B-214
      Priority
      High, due 11/06

      Expects regional approval

    • Allied Comfort Parts · 'Quote QT-7781 · Willow Bend B-214 compressor'
      Received
      Tue 4:40 PM
      Attachment
      QT-7781.pdf
    • Resident portal · 'New request WO-55874 · B-214 · No heat in unit'
      Received
      Tue 9:12 PM

  2. Action · Yardi Voyager – Maintenance · 0:51 in the video

    Find the priority work order

    Open the property's open work orders, sorted by priority, and select the work order named in the request.

    In the video
    Property
    CC-104 · Willow Bend Apartments
    Open work orders
    5, sorted by priority
    Top
    WO-55871 · B-214 · Heat pump no heat/cool · compressor · High

  3. Action · Yardi Voyager – Maintenance · 1:06 in the video

    Read what the work order actually needs

    Open the work order and note the property, unit and asset with its specification, the priority, due date and status, and the tech's diagnosis of what has to be replaced.

    In the video
    Asset
    HP-B214 · 3-ton heat pump · 208/230V · R-410A
    Priority
    High
    Due
    11/06/2026
    Status
    Waiting for parts
    Diagnosis
    tech07 · compressor locked rotor; windings shorted. Replace compressor, recover / evacuate / recharge R-410A

  4. Decision · Yardi Voyager – Maintenance and Purchasing · 1:35 in the video

    Already requested or already ordered?

    Filter work orders on the unit for all statuses over the last 30 days and look for another work order for the same asset and failure. Then search purchase orders for the property and unit over the last 90 days. One failure gets one PO.

    • If yes Don't order again; link to the existing PO or work order.
    • If no Buy against the original work order only and flag any duplicate for the coordinator to merge or close.
    In the video
    • WO-55790 · Not cooling · refrigerant top-off Completed 10/22, no part ordered: context, not a duplicate
    • WO-55874 · No heat in unit · resident portal Duplicate of WO-55871
    • PO search · CC-104 · B-214 · last 90 days No existing PO

  5. Action · Yardi Voyager – Purchasing · 2:18 in the video

    Confirm the vendor is approved for the property

    Check the property's approved vendor list for the vendor: approved for the right trade, insurance certificate current, W-9 on file. A suspended vendor is not an option even with a lower price.

    In the video
    • AV-0412 · Allied Comfort Parts Approved
      Trades
      HVAC parts & service
      COI expires
      03/31/2027
    • NG-0230 · Northgate Mechanical Suspended · COI expired
      COI expired
      10/15/2026

  6. Action · Vendor quote PDF · 2:39 in the video

    Match the quote to the work order

    Compare the quote with the work order: the equipment specification must match the asset, the property and unit must match, and the availability or install date must meet the due date. Check the line amounts add up to the total.

    In the video
    Total
    3,180.00
    Equipment
    3-ton HP · 208/230V · R-410A (matches HP-B214)
    Availability
    In stock · install 11/05 (before 11/06 due)
    • SC-36K · Scroll compressor 3-ton, 208/230V
      Qty
      1
      Amount
      1,690.00
    • REF-410A-25 · R-410A refrigerant, 25 lb
      Qty
      1
      Amount
      250.00
    • LAB-HVAC · Labor
      Qty
      8 hr × 155.00
      Amount
      1,240.00

  7. Decision · Purchasing policy · 3:12 in the video

    Capital or operating, and who approves?

    Classify the purchase under your purchasing policy: a component repair under the capital threshold that doesn't replace the asset is an operating repair. Then find the approver from the approval limits. The approval must be recorded before the PO is issued, and the requester can't approve their own request.

    • If yes Within the site limit: the property manager approves.
    • If no Above it: route to the regional approver and don't issue until approved.
    In the video
    Classification
    Operating repair · GL 6420 HVAC repairs & maint. (capital is ≥ 5,000.00 or replaces the asset)
    Property manager limit
    Up to 2,500.00 · pmgr04
    Regional band
    2,500.01 – 10,000.00 · rm02
    This PO
    3,180.00 → rm02

  8. Action · Yardi Voyager – Purchasing · 3:39 in the video

    Enter the property-coded PO

    Create a purchase order with the property, work order, unit, vendor and expense type in the header, plus the delivery point, required-by date and vendor quote number. Add one line per quote line, each coded to the GL account, property and unit. Check the PO total equals the quote.

    In the video
    Property
    CC-104
    Work order
    WO-55871
    Unit
    B-214
    Vendor
    AV-0412 Allied Comfort Parts
    Expense type
    Operating · repair
    Deliver to
    Willow Bend Apts · maintenance shop, Bldg B
    Required by
    11/05/2026
    Vendor quote
    QT-7781
    Lines
    SC-36K 1,690.00 · REF-410A-25 250.00 · LAB-HVAC 1,240.00, each GL 6420 · CC-104 · B-214
    Total
    3,180.00

  9. Action · Yardi Voyager – Purchasing · 4:37 in the video

    Save for approval and verify

    Save the PO; above the site limit it should route for approval and stay unissued. Close it, search for the PO number and reopen it to confirm every coded field, the total, the status and the approval route persisted.

    In the video
    PO
    PO-104-00318
    Status
    Pending approval
    Route
    Regional · rm02 (test)
    Saved
    08:22:05
    Issue
    Disabled until approved

  10. Human review · Slack and Yardi Voyager · 5:05 in the video

    Regional manager approves

    Send the approver the work order, problem, quote, vendor status, coding, the policy rule and any duplicate. The approver reviews the sources and approves or rejects in the ERP under their own login.

    In the video
    Card
    PO-104-00318 · Allied Comfort Parts · CC-104 B-214 · Needs regional approval
    Rule
    PM-PUR-02 · 2,500.01–10,000.00 → regional
    Duplicate
    WO-55874 flagged · not ordered
    Decision
    rm02 (test) approved in the ERP at 8:41 AM

  11. Action · Yardi Voyager – Purchasing · 5:35 in the video

    Issue the PO after approval and verify

    Reopen the PO and check the approval route shows the approval recorded. Only then issue it. Close, search and reopen to confirm the issued status, property and work order link, and read the history to see who did what.

    In the video
    • Approval step 2 · Regional 2,500.01–10,000.00 Approved
      Approver
      rm02 (test)
      Decided
      11/04/2026 08:41
    • PO-104-00318 Issued · test tenant
      Issued
      08:44:10

      Vendor transmission disabled; no real order placed

    • History: created by agent-purchasing 08:22, routed to rm02, approved by rm02 08:41, issued 08:44

  12. Action · Yardi Voyager – Maintenance and Gmail · 6:07 in the video

    Update the work order and tell the coordinator

    On the work order, check the PO is linked, set the status to show parts are on order and add a note with the PO, vendor, amount, approval, install date and any duplicate work order. Save, close and reopen to confirm. Then reply to the requester with the PO number, approval, install date and the duplicate to close, copying the approver.

    In the video
    Parts & POs
    PO-104-00318 · AV-0412 · 3,180.00 · Issued · test · linked 11/04 08:44
    WO status
    Parts on order
    Saved
    08:47:30, reopened and verified
    Reply
    To l.ortiz@cedarcommons-pm.test, cc rm02, 8:49 AM

Rules, exceptions and controls

Rules to follow

  • One failure gets one PO: check for duplicate work orders and existing POs before ordering.
  • Buy only from a vendor approved for the property, with current insurance; suspended vendors are excluded whatever the price.
  • The quote must match the asset's specification, property and unit, and meet the work order due date.
  • A component repair under 5,000.00 that doesn't replace the asset is an operating repair (GL 6420); otherwise capital (PM-PUR-02 in the walkthrough).
  • Approval limits: property manager up to 2,500.00, regional 2,500.01–10,000.00, VP operations above 10,000.00.
  • Approval is recorded before the PO is issued, and a requester may not approve their own request.

When something doesn't match

  • Duplicate work order for the same asset and failure: not ordered; flagged for the coordinator to merge or close.
  • Existing PO for the unit or asset: link to it instead of creating another.
  • Preferred vendor suspended or insurance expired: use an approved vendor instead.
  • Quote above the site manager's limit: PO saved as pending approval and routed to the regional approver; not issued.
  • Quote doesn't match the asset or misses the due date: get a corrected quote or escalate before ordering.

Controls and audit trail

  • Duplicate work order and existing PO searches before any PO is entered.
  • Approved vendor and insurance check per property.
  • Every PO line coded to GL account, property and unit, and linked to the work order.
  • Approval route enforced by amount; issue disabled until approval is recorded.
  • PO and work order closed and reopened to verify after each save.
  • PO history shows who created, approved and issued it.

Practitioner tips

  • Filter the unit's work orders across all statuses, not just open ones; a recently completed job tells you whether this is a repeat failure.
  • Check the approved vendor list per property; a vendor approved at one site may not be approved at another.
  • Put the quote number on the PO so the invoice can be matched to it later.
  • Note the install date and due date side by side when the resident has a priority or medical need.
  • Close the loop on the duplicate in your reply, so the second request doesn't turn into a second order.

About this walkthrough

In the walkthrough, the agent turned WO-55871 into property-coded PO-104-00318, flagged the duplicate work order, waited for the regional manager's recorded approval, issued the PO in the test tenant only, and updated the work order and coordinator.

Documented the way you'd train a new hire — and the same way an agent learns it.

See it on your workflow

Frequently asked questions

How do I create a PO from a work order in Yardi Voyager?

Start from the work order: confirm what's needed, check there's no duplicate work order or existing PO, check the vendor is approved for the property, then enter a PO with the property, unit and work order in the header and each line coded to the right GL account, property and unit.

Is a compressor replacement capital or operating?

It depends on your policy. In the walkthrough, policy PM-PUR-02 treats a component repair under 5,000.00 that doesn't replace the whole asset as an operating repair to GL 6420, so the 3,180.00 compressor was not capitalized.

Who approves a maintenance PO above the property manager's limit?

Whoever your approval limits name for that amount. In the walkthrough, 3,180.00 was above the 2,500.00 property manager limit and inside the 2,500.01–10,000.00 regional band, so the regional manager approved it in the ERP before it was issued.

How do I avoid ordering the same part twice?

Before entering the PO, filter work orders on the unit for all statuses and search purchase orders for the property and unit. In the walkthrough, a resident-portal work order for the same failure was flagged as a duplicate and no second PO was created.

What should the work order show after the PO is issued?

The linked PO, a status showing parts are on order, and a note with the PO number, vendor, amount, approval and install date, so the coordinator and tech can see where it stands.

Can an AI agent turn work orders into POs in Yardi Voyager?

This walkthrough shows how one could: it works the inbox, ERP and chat a purchasing coordinator uses, checks duplicates, vendor status and policy, and waits for the regional manager's recorded approval before issuing. It is a conceptual walkthrough with sample data, not a recording.

More property management workflows