Purchasing & procurement
The Purchasing tab tracks every external spend on a project — POs, vendors, and committed costs.
What it captures
For each procurement line:
- Description — what you're buying
- Vendor — who's supplying
- PO number — your purchase order reference
- Quantity + unit cost
- Total committed (qty × unit cost)
- Total invoiced (what's been billed so far)
- Status — Draft / Approved / Received / Invoiced / Closed
- Period — when the spend lands (month/quarter)
How it integrates
Purchasing lines feed:
- The project's financials as committed cost (separate from actuals)
- The portfolio-level spend rollup
- EVM calculations (committed cost ≠ actual cost)
Status lifecycle
- Draft — being scoped
- Approved — internal sign-off, ready to send to vendor
- Received — goods/services delivered
- Invoiced — vendor has billed you
- Closed — paid and reconciled
Vendor management
A vendor list is shared across projects — so once you've onboarded "AWS" or "Acme Consulting", every project can reference them.
Vendor details captured: name, contact, payment terms, contract reference.
Tips
- Capture POs as you raise them, not after. A PO logged after invoice is just accounting, not purchasing control.
- Match invoices to lines. Many invoices cover one PO; some cover several. Sageon supports both via partial invoicing.
- Don't use Purchasing for internal cost. Use the Financials tab for internal labour/overhead — Purchasing is for external spend only.