Purchase Orders

What this guide covers

Receiving stock against a Purchase Order that originated upstream (in Unleashed). Mywork shows the Placed POs you need to receive, lets you enter received quantities per line, capture serial numbers for serialised parts, attach signed delivery docs, and trigger external-service workflows (powder coating, cutting) for components that pass through a service provider.

For roles see Roles and permissions field definitions.

Where to find it

Open Operations → Purchase Orders. The page lists POs filterable by order number, creator, status, supplier ref, supplier name.

Purchase Orders list page

Click the order number on a Placed row to open it for processing.

Who can do what

PO User (PURCHASE_ORDER_USER) — view active POs (status = Placed); enter receipt quantities; confirm serial numbers; upload delivery docs / signatures; click Complete to post the receipt and commit the warehouse moves.
Manager / Buyer — same as above plus PO creation upstream (creation happens in Unleashed, not mywork).
External-service creator — users with the createExtServiceFromPO legacy role can spawn powder-coating or cutting external services from a completed PO line.
Site admin (ADMIN) bypasses every gate; full CRUD.

A logged-in user without PURCHASE_ORDER_USER cannot reach the page from the menu (the link is hidden); typing the URL directly returns a 403.

Receiving a PO

From the list, click the order number on a Placed row.
The processing page shows every line: product code, expected qty, receipt qty (editable), serial-number control (if serialised), and the line's currently-known status.
For each line:
- Non-serialised: type the Receipt Quantity that physically arrived.
- Serialised: click the Serial button next to the line; the modal opens — scan or type each serial; the receipt qty auto-increments to match. Blank or duplicate serials are rejected at completion.
Upload menu — attach a delivery note image, signed proof, or any supporting doc.
Click Complete. The system:
- Validates that receipt qty ≤ order qty per line.
- Validates serial numbers (count + uniqueness).
- Creates the warehouse moves to receive stock into the destination bin.
- Marks the PO as Complete. The line becomes read-only.

Creating an External Service from a PO line (powder coating, cutting)

If the user has the createExtServiceFromPO role and the line is a service-routed product (BOM with two components: raw input + finished output), an External Service menu appears on the line:

Create External Service — spawns a Repair-Order-like shipment that sends the raw stock to the service provider; the finished output is expected back later.
Assemble Product — for service combinations that finish in-house after the supplier returns the material.

The service workflow uses a linked Stock Shipment; you cannot create a second one until the first is closed.

Common errors and fixes

"Can not assemble: [BOM description] Not enough QTY at Supplier location for [part]" — fires when the receipt qty for an external-service line exceeds what the supplier currently has in their staging area. Reduce the qty or wait for the supplier to dispatch more.
"Stock shipment is already created!" — fires when you try to spawn a second External Service for a line that already has one open. Close or cancel the existing shipment first.
"[product] is not part of a BOM!" — you tried to create an External Service for a product that isn't configured as a service-routed item. The product master is missing the BOM that defines the input/output relationship; fix it in product setup.
"[product] have more than one BOM!" — invalid product configuration: a service-routed product can only have one BOM. Get the duplicate cleaned up.
"[BOM] Must have only 2 components!" — service-routed BOMs are constrained to exactly two lines (input + output). Edit the BOM to match.
"PO may be out of date: [exception]" — Unleashed and mywork are temporarily out of sync (caching delay or upstream change). Refresh the PO; if it persists, contact the buyer to verify the upstream PO state.

Tips and gotchas

Only Placed POs are processable. Other statuses show a disabled arrow icon — these aren't yours to receive.
Once Complete, you cannot edit. No re-entering qty, no replacing serials. To correct after the fact, raise an adjustment via the inventory adjustment workflow.
Receipt qty must be ≤ order qty. You cannot over-receive on a line. If the supplier sent extra, reduce the qty to the ordered amount and raise a separate adjustment for the excess.
Serial count must match received qty exactly. Five serials means qty 5; if you only got 4, change the qty to 4 and raise the missing one separately.
Documents are optional but recommended. Attaching the signed delivery note keeps the audit trail complete; without it, disputes have to be reconstructed from email.
Bound to your warehouse: the destination bin is the warehouse you're logged in to; there is no destination picker on this page.