Purchase orders
Orders to suppliers with signatures of both parties, a link to the project, cashflow and purchase invoices.
With a purchase order you order material, work or services from a supplier for a specific project. The order is signed by the site manager on behalf of your company, then by the supplier via a link in an e-mail, and later you assign the purchase invoice to it. You will find it in the menu under Sales → Purchase orders.
Who works with orders
- Access is controlled by the Role for the Purchase orders module. The administrator always has access. A user whose role has Doklady jen z dopravy (Transport documents only) turned on sees only the orders they created themselves.
- Signing on behalf of your company is done by the site manager of the project the order is for (the person who was the site manager when the order was created), or by the administrator. The site manager also sees orders waiting for their signature on the Dashboard in the For approval section, Purchase orders tab. An order without a project is signed by the administrator. This applies on the web and in the mobile app.
- An order signed on behalf of your company can be unlocked for editing, as long as the supplier has not signed it via the link, by the administrator or a user with the editace (edit) level on the Purchase invoices module. However, only those who may edit the order can save the changes (see Editing and deleting below).
Order list
The table shows Objednávka (Order; the number), Kontakt (Contact; the supplier), Datum přijetí (Date received), Splatnost (Due), Celkem (Total), S DPH (Incl. VAT), Stavba (Project) and Status. You can filter by period, supplier, project and status. Search finds an order by number, supplier, heading, project (including its address) or amount. The filters, search and columns are available to everyone whose Role opens the page.
Creating an order
- Click Nová objednávka vydaná (New purchase order).
- Select the Stavba (Project) (projects in the Preparation, Execution and Completed phases are offered) and optionally the Stavební kategorie (Construction category) the cost belongs to. The heading is prefilled with the project name.
- Select the Dodavatel (Supplier). You create a new one with the + icon. The Typ daně (Tax type) is set depending on whether the supplier is a VAT payer.
- Edit the Nadpis (Heading) and Popis (Description), and attach files.
- Add items with the Přidat položku (Add item) button: Množství (Quantity), MJ (Unit), Název (Name), Částka (Amount), Sazba daně (Tax rate); Celkem is calculated.
- Choose the Platební metoda (Payment method), Datum vystavení (Issue date), Předběžné datum dodání (Estimated delivery date) and Splatnost (number of days).
- Save.
The ID objednávky (Order ID) is assigned by the system based on the project in the format year/project number/1/sequence. If you close the window of an unfinished new order, the app offers to restore it.
If the supplier is in eProtokol as a company with the same company ID (IČO), the form also offers Úroveň přístupu do stavebního deníku (Construction diary access level) and Úroveň přístupu do výkazů práce (Work reports access level). The selected level gives the supplier's administrators access to the diary or the work reports of this project. Nezřizovat přístup (Do not grant access) creates no access and turns off the access the supplier already has on the project. More about sharing in Diary sharing.
Signing and order statuses
| Status | Meaning |
|---|---|
| K podpisu (To be signed) | The order is waiting for a signature on behalf of your company, or it has already been signed by you and is waiting for the supplier (the supplier's name is then shown under the status). |
| Podepsáno (Signed) | The supplier has signed the order via the link. |
| Odsouhlaseno mimo systém (Approved outside the system) | The supplier confirmed the order in another way, for example by e-mail or phone. |
- Your signature - the Sign icon opens the order preview and the Signature field. You enter the signature with your finger or mouse; the Sign again button clears it. With the Odeslat dodavateli emailem k podpisu (Send to the supplier by e-mail for signature) option and an e-mail address, you send the supplier the link right away. Confirm with the Submit button.
- Link for the supplier - for an order signed on behalf of your company, the order window has the buttons Kopírovat odkaz pro podpis dodavatele (Copy the link for the supplier's signature) and Odeslat dodavateli emailem k podpisu.
- Supplier's signature - on the link, the supplier sees the order, can Stáhnout PDF (Download PDF) and signs it. The order moves to the Podepsáno status, and Podepsaná objednávka (Signed order) appears in its window for download.
- Without the supplier's signature - if the supplier confirmed in another way, click the Approved outside the system icon on the order.
Even a supplier who uses eProtokol themselves receives an e-mail with a signing link after your signature, like anyone else. No copy of the order is created in their Sales orders module (until 28 September 2026 it was created, but without a signer and without the signature being written back).
The administrator can turn on an e-mail or in-app notification Podpis objednávky vydané (Purchase order signature) in their account's notification settings. It arrives as soon as the other party signs the order.
Editing and deleting
- Until anyone has signed the order, you can edit it without unlocking. It may be edited and deleted (on the web and in the mobile app) by the administrator, its author, the person who signs it on behalf of the company, and users with the editace level for the Purchase orders module (with editace vlastních, only orders they created themselves). For others, the Upravit (Edit) button is not shown in the order window on the web.
- An order signed on behalf of your company (including in the Odsouhlaseno mimo systém status) is locked. An authorised person unlocks it with the lock icon Odemknout pole (Unlock fields). Saving the changes returns the order to the K podpisu status and deletes the signatures of both parties, so it has to be signed again.
- An order signed by the supplier can no longer be edited or deleted.
- You can delete an order in the K podpisu status that the supplier has not signed yet, on the web and in the mobile app (there by swiping it in the list). For an order signed by your company, the mobile app warns that one party has already signed it.
Order PDF
The PDF contains the logo and details of the company (the buyer), the supplier, dates (issue date, delivery date, invoice due date), payment method, contact person (the project's site manager), items and the signatures of both parties. If the company has a Razítko s podpisem (Stamp with signature) uploaded in Nastavení firmy → Logo a barva (Company settings → Logo and colour) and Tisknout razítko (Print stamp) turned on, the stamp is printed in the signature block. PDF attachments of the order are appended after the order into a single file, and the supplier receives the same file.
Link to costs and invoices
Purchase order → Supplier's signature → Delivery → Purchase invoice → Payment
- Cashflow - a saved order appears in Cashflow as a provisional cost. The date is the estimated delivery date plus the due period (for cash payments without the due period).
- Purchase invoice - in a purchase invoice you link it to one or more orders. The invoice loads the items from the orders, and the order's provisional cost disappears from cashflow because it is replaced by the actual invoice. If you save a new invoice without a link, the app tries to find orders that match it and offers them for linking.
- Profakturované (Fully invoiced) - the app marks the order automatically as soon as all its items are fully used in invoice documents (the Link expenses action). Removing the link clears the mark again. The switch in the order window only shows the status and cannot be switched manually.
Purchase orders in the mobile app
In the Documents & invoicing → Issued orders section you can create an order in a wizard, sign it and send it to the supplier by e-mail for signature (with a copy to your own e-mail), duplicate it, share the PDF or delete it. The menu item shows the number of orders waiting for the supplier's signature.