Phalcon PO

Configuration needed

This test file needs a browser/SPA Entra App Registration client ID before sign-in will work.

Do not use the PnP PowerShell client ID for the production web app. Create a separate Entra app registration for the PO web app.

public/js/app-config.js → const APP_CLIENT_ID = "63c4e154-1d45-4867-a308-580853f0dd49";

Connection

Ready. Click Sign in.

PO Profile Summary

Next PO #: -- OpCo: -- Purchasing: --

PO Start Page

Choose what you want to do. Drafts stay inside the matching New PO or Change Order form.

Create PO on Behalf

Use this only after delegate permission already exists. This screen issues a new PO under the selected PO owner's profile. It does not assign delegate permissions. To assign a user as a delegate, go back and choose Manage Delegate Rules.

Select a PO owner to create a PO on their behalf.

PO Owner

Normal users only see owners who delegated Create New POs. PO Admins can select any active PO profile.

Next PO Number Under Selected Owner

Owner UPN

Delegation Rule

My Submitted POs / Change Orders

This page shows submitted PO and Change Order records for your signed-in PO profile only. Use the PDF link to open the saved final PDF when the PDF status is Saved.

Click Refresh Submitted POs to load your submitted records.

Document Type

Status

Filter Scope

PO / CO Number	Type	Submitted	Vendor	Job Number	Total	Status	PDF	Action
No submitted POs loaded yet.

Manage Delegates

Use this page to allow another approved PO user to create Change Orders for one of your original POs, one job number, or all of your POs. This creates a rule in PODelegates; it does not share your entire SharePoint folder.

Delegate management ready.

Add Delegate Rule

Original PO Owner

Original PO Owner UPN

Delegate PO User

Delegate must already exist in POUserProfiles. If not listed, contact IT/Admin to build the PO user first.

Check Selected User

Delegate UPN

Delegate Name

Scope Type

Scope Value - PO Number(s)

For a specific PO, enter one exact original PO number per line.

Start Date

End Date

Delegate access defaults to: create Change Orders, view the related original PO, and view related saved PDFs.

Allow this user to create new POs on my behalf

Use Create New POs only for intentional PM/APM coverage, vacation, or similar cases. The PO number will come from your PO profile, but Submitted By will show the delegate.

Notes

Current Delegate Rules

This table is reference-only. Owners can deactivate rules they created. Delegated users can decline assigned access. PO Admins can manage all rules if list permissions allow it.

Rule	Owner	Delegate	Scope	Dates	Active	Action
No delegate rules loaded yet.

Start Change Order

v31: Choose the original submitted PO first. The list includes your own eligible POs plus any POs delegated to you in PODelegates.

Change Order rule: Vendor and Job Number are locked from the selected original PO. If the vendor or job number is different, create a new PO instead of a Change Order.

Select one of your submitted or delegated POs to start a Change Order. Select the original PO first, then enter detailed Change Order line items. The app loads prior Change Orders for the selected original PO, shows the current revised total, and submits the next Change Order.

Step 1 - Select Original PO

The list below comes from CommittedPOLog and PODelegates. It is filtered to your signed-in PO profile so users can start Change Orders from their own committed POs or POs specifically delegated to them.

Existing Submitted PO

Selected Original PO Number

Vendor (locked from original PO)

Job Number (locked from original PO)

Job Name

Original PO Total

Current Authorized Total Before This CO

Current Revised Total

Next Change Order Number

Previous Change Order Count

Original PO Line Items (reference only)

These are the eligible original PO lines. They are read-only and are not included in this Change Order total.

#	Qty	Description	Unit Price	Extension
No original PO line items loaded yet.

Change Order History

This confirms the previous Change Orders already included in the current revised PO total.

CO Number	Submitted	Reason	This CO	Revised Total After CO
No Change Order history loaded yet.

Change Order Line Items

Enter the detailed added/deducted scope for this Change Order. Use negative unit prices for credits/deducts. Submit creates the Change Order history row and a CommittedPOLog trigger row for the existing PDF/email flow.

Optional: Saved Change Order Draft Tools

Saved Change Order Draft

Loaded CO Draft ID

CO Draft Status

CO auto-save ready

CO drafts stay inside the Change Order form. Select an original PO first, then load or save a matching Change Order draft.

Optional: Change Order Vendor Quote / Backup Attachments

Attach vendor quotes, revised proposals, or backup documents that support this Change Order. Files upload to SharePoint POAttachments when Submit Change Order is clicked and are included with the Change Order email.

No Change Order attachments selected.

Reason Code

This CO Subtotal Before Tax

Revised Total After This CO

Select the Change Order tax option in the totals box below the line grid. Tax is calculated from the current CO subtotal only. For a credit/deduct CO, tax can calculate as a negative amount.

Overall Change Order Description

#	Qty	Description	Unit Price	Extension	Remove

Original PO Total$0.00

Current Authorized Total Before This CO$0.00

Current CO Subtotal$0.00

CO Tax Option

CO Tax Rate %

CO Tax Amount$0.00

This Change Order Total$0.00

New Revised PO Total$0.00

CO auto-save ready

Admin Tools Start Page

Choose the admin task you want to open. This start page keeps PO User Setup, Delegate Rule Management, and Create PO on Behalf separate so old form data does not appear until that tool is selected.

Admin tools loaded. Choose an admin task.

Note: Use Manage Delegate Rules to assign permissions from one PO user to another. Use Create PO on Behalf only after permission already exists and you are issuing a PO under the selected owner's profile. Use Manage Ship To Addresses to add or update fixed company Ship To locations. Use Manage State Tax Rates to add or update PO/CO tax dropdown choices. Use Seed Standard Ship To only to add missing fixed company office addresses to POShipToAddresses; it skips existing matching names.

Accounting / Purchasing PO Lookup

For Accounting, Purchasing, and PO Admins only. Select a PO user/profile to review submitted Purchase Orders and Change Orders without opening the raw SharePoint lists.

Select a PO user, then load submitted records from CommittedPOLog.

PO User / Profile

Document Type

Status

PDF Status

Submitted PO / Change Order

Selected Record

PO / CO Number	Type	Submitted	PO Profile / Owner	Submitted By	Vendor	Job Number	Total	Status	PDF
No Accounting/Purchasing records loaded yet.

Reporting Roadmap

v62 keeps reporting as a planned milestone only. The current build does not yet create totals dashboards or CSV exports.

v63 - User Reporting

Signed-in users search their own submitted POs and Change Orders by PO/CO number, job number, job name, vendor, cost code, phase code, status, and date range. Include totals for Original PO Total, Change Order Total, Revised PO Total, and voided/excluded totals.

v65.2 - Admin / Purchasing Reporting

Admin/Purchasing search across all PO profiles by owner, submitted-by delegate, OpCo, vendor, job, cost code, phase code, status, void status, PDF status, and date range.

v65.2 - Summary Dashboard / Export

Totals by vendor, job, cost code, phase code, PM/user, OpCo, month, status, and spend trend. Add CSV export after the report filters are stable.

Reporting / Search

Search submitted Purchase Orders and Change Orders from CommittedPOLog. Normal users see their own/delegated records. Admin/Purchasing can search all users or select one profile.

Set report filters and click Run Report.

Report Scope

Normal users are limited to their own/delegated records.

PO User / Profile

Document Type

Status

Date From

Date To

PO / CO Number

Vendor

Job Number

Job Name

Cost Code

Phase Code

Records

0

PO Total

$0.00

CO Total

$0.00

Active Total

$0.00

Void Requested

$0.00

Voided Total

$0.00

PDF	PO / CO Number	Type	Submitted	Vendor	Job Number	Job Name	Cost Code	Phase Code	Status	Total
No report has been run yet.

Admin Tools - Ship To Address Manager

Admins can add or update fixed Ship To addresses used by the PO dropdown. Normal users should still use Enter Manually for one-off Ship To addresses.

Ship To manager ready after SharePoint data loads.

Existing Fixed Ship To

Loaded Ship To Item ID

Admin Action

Ship To Name *

This is what users see in the Ship To dropdown.

Status

OpCo Short Name Helper

Choose from POOpCos, or choose Custom and type your own value below.

OpCo Short Name

Editable field saved to POShipToAddresses. Leave blank to show this Ship To globally.

Sort Order

Optional Internal Note

Ship To Address *

Admin Tools - State Tax Rate Manager

Admins can add or update the SharePoint-managed tax options used by both the PO and Change Order tax dropdowns. Submitted records store the selected option/rate as a snapshot.

Tax Rate manager ready after SharePoint data loads.

Existing Tax Option

Loaded Tax Option Item ID

Admin Action

Tax Option Name *

This is what users see in the PO/CO tax dropdown.

Tax Rate Percent *

Status

Sort Order

Allow Custom Rate?

Applies to PO?

Applies to CO?

Optional Internal Note

Admin Tools - PO User Setup

Only users with Is PO Admin checked in POUserProfiles can see this section. Admin accounts see this setup screen only; the normal PO form is hidden. This creates or updates POUserProfiles rows only. It does not submit POs and does not change the PDF/email flow.

Admin tools ready after SharePoint data loads.

Existing PO Profile

Loaded Profile Item ID

Admin Action

User Setup Type

User Display Name

User UPN

OpCo

Entra User Check

Verified Entra UPN

Verified Object ID

App Access Group

Accounting/Purchasing Lookup

Group Check Time

First Initial

Middle Initial

Last Initial

PO Prefix

Next PO Number to Issue

Is Active

Is PO Admin

For a new PO user, enter the first PO number the app should issue. Default is 1000. Use Check User in Entra before saving. Is PO Admin defaults to No and must be specifically changed by an existing admin.

PDF folder will be created or verified in POPDFs after the profile is saved.

Admin Tools - Delegate Rule Management

Admins can create delegation rules by selecting both the original PO owner and the delegated PO user from POUserProfiles. This screen assigns permissions; it does not make the admin the delegate unless the admin is selected as the Delegated PO User.

Admin delegate tools ready after SharePoint data loads.

Add / Assign Delegate Rule

Original PO Owner

This is the user who owns the original submitted PO.

Delegated PO User

Only active POUserProfiles users are listed.

Original Owner UPN

Delegate UPN

Original Owner Name

Delegate Name

Scope Type

Scope Value - PO Number(s)

For specific POs, enter one exact original PO number per line. The app creates one SharePoint row per PO.

Start Date

End Date

Advanced Access Options

Defaults are appropriate for most delegations. Only change these when IT/Admin intentionally wants narrower access.

Can Create Change Orders Can Create New POs on Behalf Can View Related PDFs Can View Original PO

Notes

All Delegate Rules

Reference-only list for admins. Use Manage later for date changes/scope additions, or Deactivate to disable a rule. Do not edit raw SharePoint rows unless troubleshooting.

Rule	Owner	Delegate	Scope	Dates	Active	Action
No delegate rules loaded yet.

My Saved Drafts

Active drafts and Pending Cost PO reservations for the signed-in user are shown. Submitted drafts are hidden from this list.

Optional: Saved PO Draft Tools

Active Draft

Loaded Draft ID

Draft Status

Expand this when you need to load an existing saved draft, load a Pending Cost PO reservation, or manually refresh the draft list.

Optional: Vendor Quote / Backup Attachments

Attach vendor quotes or backup documents before submitting. Files are uploaded to SharePoint POAttachments when Submit PO Form is clicked. If no quote is available yet, submit the PO and send the quote later.

No attachments selected.

Purchase Order

Create, save, preview, and submit a Purchase Order.

PO Owner: Not loaded

PO Number

Date

Job Number

Cost Code

Phase Code

Vendor

Active global vendor list. Use Add New Vendor only when the vendor is not already listed.

Ship To

Select a fixed/admin Ship To location, or choose Enter Manually for this PO only.

Job Name

Job Address

Used when Ship To is set to Job Site.

Ship To Address

Fixed addresses are admin-controlled. Manual entries save and print with the PO but do not update the fixed Ship To list.

Auto-save ready

#	Qty	Description	Unit Price	Extension	Remove

Subtotal$0.00

Tax Option

Tax Rate %

Tax Amount$0.00

Select a SharePoint-managed tax option or Custom %. Tax Amount is calculated from Subtotal × Tax Rate %. If tax is already included in the line pricing, select the configured No Tax option.

Grand Total$0.00

Loaded SharePoint Data

Cost codes

Vendors

Ship-to addresses

Configuration needed

Connection

PO Profile Summary

PO Start Page

Create PO on Behalf

My Submitted POs / Change Orders

Manage Delegates

Add Delegate Rule

Current Delegate Rules

Start Change Order

Step 1 - Select Original PO

Original PO Line Items (reference only)

Change Order History

Change Order Line Items

Admin Tools Start Page

Accounting / Purchasing PO Lookup

Selected PO Details

Reporting Roadmap

v63 - User Reporting

v65.2 - Admin / Purchasing Reporting

v65.2 - Summary Dashboard / Export

Reporting / Search

Admin Tools - Ship To Address Manager

Admin Tools - State Tax Rate Manager

Admin Tools - PO User Setup

Admin Tools - Delegate Rule Management

Add / Assign Delegate Rule

All Delegate Rules

My Saved Drafts

Purchase Order

Loaded SharePoint Data