Purchase Orders

A work order already knows exactly which materialsRaw materialThe atomic component of a BOM or sub-assembly. Two flavors: a Shopify-linked variant (inventory tracked in Shopify) or a virtual material (DO-side inventory only). Both kinds appear in the same component picker and are consumed identically when a BOM fires — except virtual materials never trigger a Shopify call. Read more → it needs and how short you are on each. Instead of re-typing that into LogistifiedLogistifiedA Shopify-native warehouse and demand-planning app. Logistified forecasts what you'll need to restock, tracks stock across locations, and manages purchase orders. When connected to Assemblified, every BOM execution becomes a demand signal tied to the components consumed — not just the finished-good variant — so forecasts reflect real component usage. Read more → to actually buy the parts, you can create a Logistified purchase order directly from the work order — pick the items, review an exact preview, and the new PO is linked back onto the work order.

Requires the Logistified connection

The whole Purchase Order card and its actions only appear when your shop has the Logistified integration connected. If you don’t see it, connect Logistified in Settings → Integrations first.

On this page

• The Purchase Order card
• Creating a purchase order
• Update an existing PO vs. create a new one
• Link a purchase order you already have
• Open the PO in Logistified
• What lands in Logistified

The Purchase Order card

The card lives on the work order’s General tab, under the notes. The same Create Purchase Order action is also available from the action row’s ⋯ (Actions) menu.

• No PO linked yet — you get two buttons: Create Purchase Order and Link existing PO.
• A PO is linked — the card shows a summary pulled live from Logistified: the PO number, a status badge (coloured to match Logistified’s own statuses), the supplier, item count, estimated total, and any dates the PO carries (created, due, expected). All the actions move into a single ⋯ menu: Open in Logistified, Manage Purchase Order, Link a different PO, and Unlink.

Creating a purchase order

1. Open the dialog from Create Purchase Order (card or ⋯ menu).

2. Choose what to order. Two scopes:

   • All material demand — every rawRaw materialThe atomic component of a BOM or sub-assembly. Two flavors: a Shopify-linked variant (inventory tracked in Shopify) or a virtual material (DO-side inventory only). Both kinds appear in the same component picker and are consumed identically when a BOM fires — except virtual materials never trigger a Shopify call. Read more → and virtual materialVirtual MaterialA material tracked entirely inside Assemblified — not a Shopify variant. Useful for shop-floor consumables (glue, packaging, labour units) where you need quantity tracking but don't want a Shopify product on your storefront. Read more → the work order consumes, at its full required quantityEffective QuantityThe quantity actually consumed by the work order, after operator overrides. Starts equal to the original BOM quantity, but can be adjusted up or down per material as plans change. The effective quantity is what the pick list and cost calculations use. Read more → .
   • Shortage only — just the materials you’re short on, at the shortage quantity (the gap between what you need and what’s on hand at the consume-from location). This reads live inventory the moment you open the preview.

   Note

   Sub-assembliesSub-AssemblyA reusable assembly block that composes into bigger BOMs. Define it once, include it in any BOM. At execution time, Assemblified expands the sub-assembly into its own components recursively. Read more → are never put on a purchase order — they’re things you build, not buy. Only materials are included.

3. Review the preview. A line per material, showing Current inventory, an editable quantity, the unit cost, and the estimated line total. Quantities default to the demand (rounded up to whole units) but you can adjust any of them — totals update as you type. Above the table you can set:

   • Purchase order name — defaults to PO-ASM-WO-<work-order-short-id>.
   • Location (optional) — where the PO delivers to. Leave it blank if you don’t need one.
   • Notes — pre-filled with the work order’s name and ID.

4. Create it. The PO is created in Logistified as a Draft with no supplier assigned, and its ID is linked back onto the work order. Unit costs, supplier, and final pricing are yours to set in Logistified afterward.

Virtual materials need to be synced

A virtual material only ends up on the PO if it’s been synced to Logistified (the Sync virtual materials to Logistified setting). If the preview includes virtual materials while that setting is off, the dialog warns you, and those lines are skipped when the PO is created — you’ll get a “created N of M items” notice. Shopify-backed raw materials are always included.

Update an existing PO vs. create a new one

If the work order already has a linked PO, the dialog opens on a choice:

• Update existing — replaces the linked PO’s line items with the work order’s current demand. Handy when the plan changed and you want the PO to follow. This only works while the PO is still a Draft in Logistified; once it’s been sent or received, Logistified won’t let its items be rewritten, and you’ll be told to create a new one instead. Updating this way doesn’t rename the PO unless you edit the name field.
• Create a new purchase order — makes a separate new PO and links that one to the work order instead. The previous PO is untouched in Logistified; the work order just points at the new one now.

Link a purchase order you already have

Already created the PO in Logistified by hand? Link it from the Link existing PO action. A searchable picker lists your purchase orders (the same data as Logistified’s PO table — number, status, items, total); pick one and it’s referenced from the work order.

Linking only sets the reference — it never modifies the purchase order itself. Unlink likewise just clears the reference on the work order; the PO stays in Logistified.

Open the PO in Logistified

The Open in Logistified action opens the linked purchase order in Logistified (in a new tab) so you can assign a supplier, set costs, and send it.

What lands in Logistified

• The PO is created in the Draft status with no supplier — assign one in Logistified.
• Line items are matched to Logistified by variant. Anything Logistified can’t resolve (typically a virtual material that was never synced) is skipped, and the result tells you how many of the requested items made it on.
• The work order stores the linked PO’s ID, number, and name so the card can show the live summary and the Open link. None of this changes the work order’s own materials or inventory — it’s purely a reference plus the outbound create.

Related

• Logistified integration — connect the apps and the inventory that flows back in.
• Reporting & PDFs — the pick list and shortage report that cover the same material demand on paper.
• Material planning & costs — where the per-material quantities and costs come from.