Purchase Orders

A work order already knows exactly which materialsRaw materialThe atomic component of a bill of materials or an assembly bill. Two flavours: a Shopify-linked variant, whose inventory Shopify tracks, or a virtual material, which Assemblified tracks on its own and Shopify never sees. Both sit in the same component picker and are consumed the same way. 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 section and its actions only appear when your shop has the Logistified integration connected. If you don’t see it, connect Logistified in Settings → Connections → Integrations first.

On this page

• The Purchase order section
• 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 section

Purchase order is the last section of the work order’s Overview tab, after Items. It is the only entry point — there is no purchase-order entry in the work order’s More actions menu.

• No PO linked yet — the section says “No purchase order is linked to this work order.” and offers two buttons: Create purchase order and Link an existing one.
• A PO is linked — the section shows the PO number as a badge, its status as a second badge (Logistified’s own status word), and four stats pulled live: Items, Total value, Due and Expected delivery. The actions move into a single ⋯ menu: Open in Logistified, Link a different one, and Unlink. An Open in Logistified link sits under the stats as well.

If Logistified doesn’t answer, the section says “The purchase order could not be read” and leaves the link alone. If the purchase order has been deleted on the Logistified side, it says “This purchase order is no longer in Logistified” and tells you the link is kept so nothing is lost — unlink it, or link another one.

Creating a purchase order

1. Open the dialog with Create purchase order on the Purchase order section.

2. Choose what to order. The question is “What should the purchase order contain?”, with two scopes:

   • All material demand — every rawRaw materialThe atomic component of a bill of materials or an assembly bill. Two flavours: a Shopify-linked variant, whose inventory Shopify tracks, or a virtual material, which Assemblified tracks on its own and Shopify never sees. Both sit in the same component picker and are consumed the same way. 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 quantityPlanned quantityHow much of a material a work order intends to consume: the bill's quantity, editable per material in the Planned column but never below what has already been consumed. Pick lists and Adjusted cost read it. "Effective quantity" is the older name. 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 build the preview.

   Press Preview.

   Note

   Assembly billsSub-assemblyA reusable assembly block that composes into bigger bills: define it once, include it in any bill of materials, and Assemblified expands it into its own components at execution time. The app now calls it an assembly bill. 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 Material · SKU · In stock · Quantity · Unit cost · Estimated total. Quantities default to the demand (rounded up to whole units) but you can adjust any of them — the line count and the estimated total under the table update as you type. A unit cost left blank is filled in by Logistified from supplier and product defaults. 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 on No location if you don’t need one.
   • Notes — pre-filled with the work order’s name and ID.

4. Create it with Create purchase order. The PO is created in Logistified as a Draft with no supplier assigned, and its ID is linked back onto the work order. 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 the linked purchase order — 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 an existing one button, or Link a different one in the ⋯ menu when a PO is already attached. 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 section 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.
• Exports & documents — 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.