When should equipment purchase orders be raised for a solar PV job?

Within 24-48 hours of the deposit clearing. Lead times for panels (3-6 weeks), inverters (2-4 weeks), and batteries (4-8 weeks) must be mapped to the install window before ordering. Raising POs the day the deposit clears ensures equipment arrives ahead of schedule rather than on the day itself, leaving no margin for a delivery delay.

What happens if a G99 DNO application is needed but was not submitted early?

G99 approval typically takes 8-12 weeks. If the application is submitted after equipment is ordered rather than simultaneously, it becomes the critical path item - the system cannot be commissioned and connected to the grid until approval is received, even if all equipment is on site and the installation is physically complete. Always submit the DNO application the same day as the equipment POs.

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Workflow Scenario

Renewables - Solar PV Equipment Procurement and Delivery Coordination

7 steps from deposit cleared to installer ready. Nothing missing on install day.

Step by step

Job Record and Spec LockJobs

Create the job record from the accepted quote. Confirm the target installation date, full system specification, and G98 or G99 status. Battery storage commonly pushes residential systems above the 3.68kW G99 export threshold.

DNO Application or NotificationeForms

Submit the DNO notification (G98) or formal application (G99) the same day as raising equipment POs. G99 approval takes 8-12 weeks and is the critical path item - delay here delays commissioning even when all equipment is on site.

Supplier Purchase OrdersPurchase Orders

Raise one PO per supplier with the job number and target delivery window. Panels 3-6 weeks, inverters 2-4 weeks, batteries 4-8 weeks. Sequence timing so all equipment arrives 5-7 days ahead of the install date.

Scaffolding BookingWorks Orders

Book the scaffolding sub-contractor with a written confirmation and one PO. Schedule erection 3-5 days before install. Apply a strip-hold condition so scaffolding remains until commissioning is confirmed complete.

Pre-Delivery Status CheckJobs

Two weeks before install, confirm delivery status with each supplier in writing. Flag any delivery risk to the job owner immediately. Do not wait for a failure before escalating.

Delivery Receipt and CountDelivery Notes

Count all items against the PO before signing the delivery note. Check panel quantity, inverter and battery serial numbers. Photograph any damage before signing and notify the supplier in writing the same day.

Delivery Milestone InvoiceInvoices

Confirm all equipment on site and undamaged at least 48 hours before install mobilization. Release the install date only when all materials are confirmed. Issue the delivery milestone invoice and sync to the accounting system.

What this workflow solves

Equipment arrives out of sequence - panels delivered but no inverter - meaning the installer mobilizes and cannot complete the installation.

Scaffolding is stripped before commissioning is confirmed complete, leaving the roof inaccessible for a final fix and delaying the MCS certificate.

Goods are signed for without a physical count, so a missing panel or damaged battery is only discovered on install day.

Frequently asked questions

Modules used

Jobs Purchase Orders Delivery Notes Works Orders Invoices eForms Xero QuickBooks FreeAgent

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