Genesis — Electrical, HVAC, Plumbing

Purchasing · Reference P-05

PO System — Job # on Every Buy

Murfreesboro, TN · 615-907-8253

📅 Full rollout · January 1, 2027We’re testing on a few jobs before then. Starting Jan 1, every supply-house purchase needs a PO.
RULE

No PO, no material. Every ticket from Border States, Johnstone, M&A, Ferguson, Team Air — any supply house — carries a PO so the cost lands on the right job.

01

Find your job

Search by builder, customer, street or job name. You’ll see the job # only — no prices.

02

Build your PO

Pick what you’re buying for. Give the counter exactly what shows in the box.

What are you buying for?
Give the counter
Enter the job #
03

How the numbers work

The job # is the estimate number. Look it up in the job search above — you never need the estimate or the quote.

2283Job # — the estimate number from the job search
2283-01First order on that job. Next one is -02, then -03…
SVC-1012-SMITHService call — SVC, today’s date, customer last name. Make it on the spot.
2283-CO1Change-order material — extra work the customer added
WARR-2283Warranty or callback — charged back to the original job
STOCK-T3Truck restock — use your truck number
SHOPShop inventory — nothing for a specific job
Returns: use the PO from the original ticket so the credit comes off the same job.
04

At the counter

  1. Find the job # before you buySearch for the job at the top of this page. Service call? Build an SVC PO instead.
  2. Give the PO every timePhone orders, will-calls and counter pickups — all of them.
  3. Check the ticket before you leaveMake sure the PO printed on it. If it’s missing or wrong, have them fix it right there.
  4. Get the ticket to the office the same dayA ticket the office can’t match to a job gets chased down while you still remember it.
Not sure if you’re on -02 or -03? Use your best guess. The job # in front is what matters most — the office will fix the order number.
05

Service calls & no job #

  1. Service callMake the PO yourself: SVC- + today’s date + customer last name, e.g. SVC-1012-SMITH. The builder above does it for you.
  2. Two buys, same customer, same day?Use the same SVC PO for both.
  3. Job isn’t in the search?If it’s not a service call, call the office before you order.
📋Office: jobs & billsQUICKBOOKS STEPS

When an estimate is accepted

  1. Create a Project under the customerName it 2283 Shelby Ave Main ELEC — job #, address, trade. Keep it under 30 characters.
  2. Trade codesELEC · PLMB · HVAC. Use the same trade as the Class.
  3. It shows up in the tech job searchTechs see the estimate #, job name, customer and trade only — never the price.

Entering a supply-house bill

  1. PO in the bill’s Ref no. / memoExactly as printed on the ticket.
  2. Customer/Project on every lineThis is what puts the cost on the job. A bill without it won’t show up in job costing.
  3. Class = tradeElectrical, HVAC or Plumbing.
  4. SVC POsMatch SVC-1012-SMITH to that day’s service ticket for that customer. Nothing is created in QuickBooks ahead of time.
  5. No PO or bad PO?Don’t guess. Find the tech the same day and get the job #.

Every week / every month

  1. WeeklyCheck for bills with no Project assigned and clear them.
  2. MonthlyRun Project profitability and review each open job.