Purchase Orders

What it is

Purchase order lines — header and line combined in one row (order_no + sku), Katana-compatible. Each row is one article on one supplier order, with ordered vs. received quantities, expected arrival, price, and a full provenance trail (who created it — user or agent — and who approved it). The status machine is draft → pending_approval → ordered → partially_received → received (or cancelled). Katana mapping: draft→DRAFT, ordered→NOT_RECEIVED, partially_received→PARTIALLY_RECEIVED, received→RECEIVED (pending_approval is a Concierca addition, exported as DRAFT). Open quantity is always computed as quantity_ordered − quantity_received, never stored. Open lines feed the Procurement Queue: open_purchase_order_quantity and arrival dates there are aggregated from lines in ordered / partially_received. A unique index on recommendation_key over open lines is the physical double-order lock — one queue recommendation can never spawn two open orders.

How it gets data

Three paths write here: the procurement agent creates draft lines from queue recommendations, admins edit in the app, and external systems (e.g. an existing PO list) push through the Ingest API:

POST /api/ingest/purchase_order_lines
Authorization: Bearer pk_...
Content-Type: application/json

One JSON record per request; unknown fields are dropped.
Idempotent upsert on (tenant_id, external_id) — use a stable per-line id (e.g. PO-2026-014-1).
tenant_id / workspace_id come from the API key context, never from the body.
product_name, supplier_name, variant_external_id, product_external_id are filled by a database trigger from the SKU — don’t send or maintain them by hand.

Minimal example payload:

{
  "external_id": "PO-2026-014-1",
  "order_no": "PO-2026-014",
  "sku": "6304",
  "status": "ordered",
  "quantity_ordered": 20,
  "quantity_received": 0,
  "expected_arrival_date": "2026-10-01",
  "price_per_unit": 89.50,
  "currency": "USD"
}

Fields

Order line

Field	Label	Type	Writable	Description
`external_id`	External ID	text	✓	Stable line id — the upsert key for ingest
`order_no`	Order No	text	✓	Purchase order number — the header shared by all lines of one supplier order
`sku`	SKU (code only)	text	✓	Article code being ordered. The trigger resolves it to the variant identity
`status`	Status	text	✓	`draft` / `pending_approval` / `ordered` / `partially_received` / `received` / `cancelled`. Only `ordered` and `partially_received` count as open supply
`quantity_ordered`	Qty Ordered	number	✓	Units ordered. Open quantity = `quantity_ordered − quantity_received`, computed on read
`quantity_received`	Qty Received	number	✓	Units received so far; drives `partially_received` → `received`
`expected_arrival_date`	Expected Arrival	date	✓	When the line is expected to arrive — feeds the queue’s arrival planning
`price_per_unit`	Price/Unit	number	✓	Buying price per unit (Katana `price_per_unit`)
`currency`	Currency	text	✓	Buying currency
`note`	Note	text	✓	Free-text note on the line
`supplier_id`	Supplier (internal)	text	✓	Supplier reference — joins to `suppliers.id`
`product_id`	Product (internal)	text	✓	Product reference — joins to `products.id`
`ordered_at`	—	datetime	API only	When the order was actually placed with the supplier
`received_at`	—	datetime	API only	When the line was fully received
`location_id`	—	uuid	API only	Destination location/warehouse reference, for multi-location setups

Snapshot columns (trigger-filled)

Field	Label	Type	Writable	Description
`product_name`	Product	text	trigger	Product title at order time — do not maintain by hand
`supplier_name`	Supplier	text	trigger	Supplier name at order time — do not maintain by hand
`variant_external_id`	Variant ID	text	trigger	Shopify variant gid — the article’s unique identity (the SKU is not)
`product_external_id`	Shopify Product ID	text	trigger	Shopify product gid (parent product of the variant)

Provenance, approval & external sync

Field	Label	Type	Writable	Description
`recommendation_key`	Rec. Key	text	read-only	Links the line to the queue recommendation that spawned it. Unique while the line is open — the physical double-order lock
`created_by_type`	—	text	API only	Who created the line: user or agent
`created_by_user_id`	—	uuid	API only	Creating user, when created by a human
`created_by_agent_id`	—	uuid	API only	Creating agent, when created by the procurement agent
`created_by_run_id`	—	text	API only	Agent run that created the line — full trace back to the reasoning
`approved_by`	—	uuid	API only	User who approved the line (`pending_approval` → `ordered`)
`approved_at`	—	datetime	API only	When it was approved
`external_system`	—	text	API only	External system this line is synced with (e.g. katana)
`external_po_id`	—	text	API only	Purchase order id in that external system
`external_line_id`	—	text	API only	Line id in that external system

✓ = editable in the app, settable on create, and accepted on ingest. “trigger” = computed by the database on write. “API only” = real database column not registered as a visible app column — readable via query, maintained by the system or specialized flows.

Like every workspace table, purchase order lines also carry the system columns id, tenant_id, workspace_id, created_at, and updated_at — set automatically, never sent by integrations.

Query it

{
  "method": "tools/call",
  "params": {
    "name": "data_query",
    "arguments": {
      "view_slug": "purchase_order_lines",
      "filters": { "status": "ordered" },
      "select_fields": ["order_no", "sku", "quantity_ordered", "quantity_received", "expected_arrival_date"],
      "sort_by": "expected_arrival_date",
      "sort_desc": false,
      "limit": 50
    }
  }
}

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What it is

How it gets data

Fields

Order line

Snapshot columns (trigger-filled)

Provenance, approval & external sync

Query it

​What it is

​How it gets data

​Fields

​Order line

​Snapshot columns (trigger-filled)

​Provenance, approval & external sync

​Query it

What it is

How it gets data

Fields

Order line

Snapshot columns (trigger-filled)

Provenance, approval & external sync

Query it