Purchase Order Data Definition Example - Kodexa Developer Portal

Overview

This example demonstrates a comprehensive data definition for extracting data from purchase orders (POs). It covers buyer information, vendor details, line items, shipping, pricing, and approval workflows for procurement management systems.

Use Cases

Procurement Automation: Extract PO data for automated order processing
Vendor Management: Track vendor performance and order history
Inventory Management: Capture ordered quantities for inventory planning
Accounts Payable: Match POs with invoices for three-way matching
Spend Analytics: Analyze purchasing patterns and spending by category
Compliance Tracking: Ensure orders follow approval policies and budgets

Complete Data Definition Structure

YAML Configuration

slug: purchase-order
name: Purchase Order Data Extraction
description: Extract structured data from purchase orders for procurement and AP systems
taxonomyType: CONTENT
enabled: true

taxons:
  # ==========================================
  # Document Metadata
  # ==========================================
  - name: document_metadata
    label: Document Metadata
    group: true
    children:
      - name: filename
        label: Original Filename
        taxonType: STRING
        valuePath: METADATA
        metadataValue: FILENAME

      - name: processing_date
        label: Processing Date
        taxonType: DATE_TIME
        valuePath: METADATA
        metadataValue: PROCESSING_DATE

      - name: document_hash
        label: Document Hash
        taxonType: STRING
        valuePath: METADATA
        metadataValue: CONTENT_HASH
        description: SHA-256 hash for document integrity

  # ==========================================
  # Purchase Order Header
  # ==========================================
  - name: po_header
    label: Purchase Order Header
    group: true
    children:
      - name: po_number
        label: PO Number
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The unique purchase order number. Look for "PO#", "Order Number",
          "Purchase Order No." in the header. This is the primary identifier.

      - name: po_date
        label: PO Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The date the purchase order was created or issued. Look for "PO Date",
          "Order Date", "Issue Date" in the header.

      - name: required_by_date
        label: Required By Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The date by which goods/services are needed. May be labeled
          "Delivery Date", "Need By", "Ship By", or "Required Date".

      - name: revision_number
        label: Revision Number
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Version or revision number if the PO has been amended (e.g., "Rev 1", "v2").

      - name: original_po_number
        label: Original PO Number
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          If this is a revision or amendment, the original PO number it replaces.

      - name: requisition_number
        label: Requisition Number
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The requisition or request number that led to this PO.
          Look for "Req #", "PR #", "Request No."

      - name: buyer_name
        label: Buyer Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The name of the purchasing agent or buyer who created the PO.

      - name: department
        label: Department/Cost Center
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The department or cost center this order is charged to.

      - name: project_code
        label: Project Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Project or job number if this purchase is for a specific project.

  # ==========================================
  # Buyer/Company Information
  # ==========================================
  - name: buyer
    label: Buyer/Company Information
    group: true
    description: The organization issuing the purchase order
    children:
      - name: company_name
        label: Company Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The legal name of the buying organization. Usually in the header
          or "Bill To" section.

      - name: address
        label: Company Address
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The full address of the buying organization.

      - name: city
        label: City
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: state_province
        label: State/Province
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: postal_code
        label: Postal Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: country
        label: Country
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: phone
        label: Phone
        taxonType: PHONE_NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: email
        label: Email
        taxonType: EMAIL_ADDRESS
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

  # ==========================================
  # Vendor/Supplier Information
  # ==========================================
  - name: vendor
    label: Vendor/Supplier Information
    group: true
    description: The supplier fulfilling the order
    children:
      - name: vendor_name
        label: Vendor Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The legal name of the vendor or supplier. Look in "Vendor",
          "Supplier", or "Sold By" sections.

      - name: vendor_id
        label: Vendor ID/Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The buyer's internal vendor identification code or number.

      - name: address
        label: Vendor Address
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: "The vendor's business address"

      - name: city
        label: City
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: state_province
        label: State/Province
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: postal_code
        label: Postal Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: country
        label: Country
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: phone
        label: Phone
        taxonType: PHONE_NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: email
        label: Email
        taxonType: EMAIL_ADDRESS
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: contact_person
        label: Contact Person
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Primary vendor contact for this order"

  # ==========================================
  # Ship To Information
  # ==========================================
  - name: ship_to
    label: Ship To Information
    group: true
    description: Delivery destination
    children:
      - name: location_name
        label: Location/Facility Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Name of the delivery location (e.g., "Warehouse A", "Main Office").

      - name: attention_to
        label: Attention To
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Person or department to receive the shipment"

      - name: address
        label: Shipping Address
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The complete shipping address. Look for "Ship To" section on the PO.

      - name: city
        label: City
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: state_province
        label: State/Province
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: postal_code
        label: Postal Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: country
        label: Country
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: phone
        label: Phone
        taxonType: PHONE_NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: delivery_instructions
        label: Delivery Instructions
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Special delivery instructions (e.g., "Loading dock hours: 8am-5pm",
          "Call before delivery").

  # ==========================================
  # Bill To Information
  # ==========================================
  - name: bill_to
    label: Bill To Information
    group: true
    description: Invoicing destination (often same as buyer)
    children:
      - name: company_name
        label: Company Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The name for invoicing. Look for "Bill To" section. May match buyer info.

      - name: address
        label: Billing Address
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: city
        label: City
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: state_province
        label: State/Province
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: postal_code
        label: Postal Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: country
        label: Country
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true

      - name: ap_contact
        label: AP Contact
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Accounts payable contact person"

      - name: ap_email
        label: AP Email
        taxonType: EMAIL_ADDRESS
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Email for sending invoices"

  # ==========================================
  # Line Items
  # ==========================================
  - name: line_items
    label: Line Items
    group: true
    description: Ordered goods and services
    children:
      - name: line_number
        label: Line Number
        taxonType: NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The line item number (1, 2, 3...). Usually the first column in the line items table.

      - name: item_code
        label: Item Code/SKU
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The product SKU, item number, or part number. Look for "Item #",
          "Part #", "SKU", or "Code" columns.

      - name: description
        label: Description
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The description of the product or service. This is usually the longest
          text field in the line items table.

      - name: quantity
        label: Quantity Ordered
        taxonType: NUMBER
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The quantity being ordered. Look for "Qty", "Quantity", or "Ordered" columns.

      - name: unit_of_measure
        label: Unit of Measure
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The unit of measure (e.g., "EA" for each, "BOX", "LB", "HR", "FT").
          May be labeled "UOM", "Unit", or "U/M".

      - name: unit_price
        label: Unit Price
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The price per unit. Look for "Unit Price", "Price Each", or "Rate" columns.

      - name: line_total
        label: Line Total
        taxonType: CURRENCY
        valuePath: FORMULA
        semanticDefinition: "quantity * unit_price"
        description: "Calculated total for this line"

      - name: discount_percent
        label: Discount Percentage
        taxonType: PERCENTAGE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Discount percentage applied to this line item if any.

      - name: discount_amount
        label: Discount Amount
        taxonType: CURRENCY
        valuePath: FORMULA
        nullable: true
        semanticDefinition: "line_total * (discount_percent / 100)"
        description: "Calculated discount amount"

      - name: net_line_total
        label: Net Line Total
        taxonType: CURRENCY
        valuePath: FORMULA
        semanticDefinition: "line_total - COALESCE(discount_amount, 0)"
        description: "Line total after discount"

      - name: delivery_date
        label: Requested Delivery Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Delivery date for this specific line item if different from PO-level
          required by date.

      - name: gl_account
        label: GL Account Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The general ledger account code this expense should be charged to.

      - name: notes
        label: Line Notes
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Any special notes or comments for this line item"

  # ==========================================
  # Shipping Information
  # ==========================================
  - name: shipping
    label: Shipping Information
    group: true
    children:
      - name: shipping_method
        label: Shipping Method
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The shipping method or carrier. Look for "Ship Via", "Carrier",
          or "Shipping Method" fields.
        selectionOptions:
          - label: "Ground"
          - label: "Express"
          - label: "Overnight"
          - label: "2-Day"
          - label: "Freight"
          - label: "Customer Pickup"
          - label: "Will Call"
          - label: "Other"

      - name: shipping_terms
        label: Shipping Terms
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Who pays shipping costs. Look for "FOB", "Freight Terms", or "Shipping Terms".
        selectionOptions:
          - label: "FOB Origin" # Buyer pays shipping
          - label: "FOB Destination" # Seller pays shipping
          - label: "Prepaid" # Seller pays
          - label: "Collect" # Buyer pays
          - label: "Prepaid & Add" # Seller pays, adds to invoice

      - name: carrier
        label: Carrier Name
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The shipping carrier name (e.g., "FedEx", "UPS", "USPS", "DHL").

      - name: account_number
        label: Carrier Account Number
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Buyer's account number with the carrier for billing purposes.

      - name: shipping_cost
        label: Shipping/Freight Cost
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The cost of shipping if specified on the PO.

      - name: handling_cost
        label: Handling Cost
        taxonType: CURRENCY
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Any handling fees charged"

  # ==========================================
  # Payment Terms
  # ==========================================
  - name: payment
    label: Payment Terms
    group: true
    children:
      - name: payment_terms
        label: Payment Terms
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The payment terms agreed upon. Look for "Payment Terms", "Terms",
          or "Net" fields. Common values: "Net 30", "Net 60", "2/10 Net 30", "Due on Receipt".

      - name: payment_method
        label: Payment Method
        taxonType: SELECTION
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        selectionOptions:
          - label: "Check"
          - label: "ACH/Wire Transfer"
          - label: "Credit Card"
          - label: "Purchase Card"
          - label: "Other"

      - name: currency
        label: Currency
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        semanticDefinition: |
          The currency for all monetary values (USD, EUR, GBP, CAD, etc.).

  # ==========================================
  # Totals
  # ==========================================
  - name: totals
    label: Totals
    group: true
    children:
      - name: subtotal
        label: Subtotal
        taxonType: CURRENCY
        valuePath: FORMULA
        semanticDefinition: "SUM(line_items.net_line_total)"
        description: "Sum of all line items after discounts"

      - name: discount_total
        label: Total Discounts
        taxonType: CURRENCY
        valuePath: FORMULA
        nullable: true
        semanticDefinition: "SUM(line_items.discount_amount)"
        description: "Total of all line item discounts"

      - name: shipping_total
        label: Total Shipping & Handling
        taxonType: CURRENCY
        valuePath: FORMULA
        nullable: true
        semanticDefinition: |
          COALESCE(shipping.shipping_cost, 0) + COALESCE(shipping.handling_cost, 0)
        description: "Combined shipping and handling costs"

      - name: tax_rate
        label: Tax Rate
        taxonType: PERCENTAGE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          The sales tax rate if specified on the PO.

      - name: tax_amount
        label: Tax Amount
        taxonType: CURRENCY
        valuePath: FORMULA
        nullable: true
        semanticDefinition: |
          (subtotal + COALESCE(shipping_total, 0)) * (COALESCE(tax_rate, 0) / 100)
        description: "Calculated tax on subtotal plus shipping"

      - name: total_amount
        label: Total PO Amount
        taxonType: CURRENCY
        valuePath: FORMULA
        semanticDefinition: |
          subtotal + COALESCE(shipping_total, 0) + COALESCE(tax_amount, 0)
        description: "Grand total of the purchase order"

  # ==========================================
  # Special Instructions and Terms
  # ==========================================
  - name: instructions
    label: Special Instructions and Terms
    group: true
    children:
      - name: special_instructions
        label: Special Instructions
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        multiValue: true
        semanticDefinition: |
          Any special handling, packaging, or fulfillment instructions.
          Look for "Special Instructions", "Notes", or "Comments" sections.

      - name: terms_and_conditions
        label: Terms and Conditions
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Legal terms, return policies, or other contractual language.
          May be in footer or separate terms section.

      - name: cancellation_policy
        label: Cancellation Policy
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Rules for canceling or modifying the order.

      - name: warranty_terms
        label: Warranty Terms
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Warranty or guarantee information if specified"

  # ==========================================
  # Approval Workflow
  # ==========================================
  - name: approval
    label: Approval Workflow
    group: true
    children:
      - name: approved_by
        label: Approved By
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: |
          Name of the person who approved the PO. Look for signature areas
          or "Approved By" fields.

      - name: approval_date
        label: Approval Date
        taxonType: DATE
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Date the PO was approved"

      - name: signature_present
        label: Signature Present
        taxonType: BOOLEAN
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Is there an authorized signature on the PO?"

      - name: budget_code
        label: Budget Code
        taxonType: STRING
        valuePath: VALUE_OR_ALL_CONTENT
        nullable: true
        semanticDefinition: "Budget or authorization code if required"

      - name: approval_level
        label: Approval Level Required
        taxonType: SELECTION
        valuePath: FORMULA
        semanticDefinition: |
          IF(totals.total_amount > 50000, "Executive",
             IF(totals.total_amount > 10000, "Manager", "Supervisor"))
        selectionOptions:
          - label: "Supervisor"
          - label: "Manager"
          - label: "Director"
          - label: "Executive"

  # ==========================================
  # Status and Tracking
  # ==========================================
  - name: status
    label: PO Status and Tracking
    group: true
    children:
      - name: po_status
        label: PO Status
        taxonType: SELECTION
        valuePath: REVIEW
        userEditable: true
        selectionOptions:
          - label: "Draft"
          - label: "Pending Approval"
          - label: "Approved"
          - label: "Sent to Vendor"
          - label: "Acknowledged"
          - label: "Partially Received"
          - label: "Fully Received"
          - label: "Invoiced"
          - label: "Closed"
          - label: "Cancelled"

      - name: sent_to_vendor_date
        label: Sent to Vendor Date
        taxonType: DATE
        valuePath: REVIEW
        userEditable: true
        nullable: true

      - name: vendor_confirmation_number
        label: Vendor Confirmation Number
        taxonType: STRING
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "Vendor's order confirmation or acknowledgment number"

      - name: estimated_delivery
        label: Estimated Delivery Date
        taxonType: DATE
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "Vendor's estimated delivery date"

      - name: notes
        label: Internal Notes
        taxonType: STRING
        valuePath: REVIEW
        userEditable: true
        nullable: true
        description: "Internal tracking notes"

# ==========================================
# Validation Rules
# ==========================================
validationRules:
  # Required Fields
  - name: "PO number required"
    ruleFormula: "NOT_EMPTY(po_header.po_number)"
    messageFormula: '"Purchase order number is required"'
    overridable: false

  - name: "PO date required"
    ruleFormula: "NOT_EMPTY(po_header.po_date)"
    messageFormula: '"PO date is required"'
    overridable: false

  - name: "Vendor name required"
    ruleFormula: "NOT_EMPTY(vendor.vendor_name)"
    messageFormula: '"Vendor name is required"'
    overridable: false

  - name: "At least one line item"
    ruleFormula: "COUNT(line_items) >= 1"
    messageFormula: '"PO must have at least one line item"'
    overridable: false

  - name: "Ship to address required"
    ruleFormula: "NOT_EMPTY(ship_to.address)"
    messageFormula: '"Shipping address is required"'
    overridable: false

  # Date Logic
  - name: "PO date not in future"
    ruleFormula: "po_header.po_date <= TODAY()"
    messageFormula: '"PO date should not be in the future"'
    overridable: true

  - name: "Required date after PO date"
    ruleFormula: |
      IS_EMPTY(po_header.required_by_date) OR
      po_header.required_by_date >= po_header.po_date
    messageFormula: '"Required by date should be on or after PO date"'
    overridable: true

  - name: "Approval date after or equal to PO date"
    ruleFormula: |
      IS_EMPTY(approval.approval_date) OR
      approval.approval_date >= po_header.po_date
    messageFormula: '"Approval date should be on or after PO date"'
    overridable: true

  # Line Item Validation
  - name: "Line quantities must be positive"
    ruleFormula: "ALL_VALUES(line_items.quantity) > 0"
    messageFormula: '"All line item quantities must be greater than zero"'
    overridable: false

  - name: "Unit prices must be positive"
    ruleFormula: "ALL_VALUES(line_items.unit_price) > 0"
    messageFormula: '"All unit prices must be greater than zero"'
    overridable: false

  - name: "Line numbers unique"
    ruleFormula: "UNIQUE(line_items.line_number)"
    messageFormula: '"Line numbers must be unique"'
    overridable: true

  # Financial Validation
  - name: "Total amount positive"
    ruleFormula: "totals.total_amount > 0"
    messageFormula: '"Total PO amount must be greater than zero"'
    overridable: false

  - name: "Currency specified"
    ruleFormula: "NOT_EMPTY(payment.currency)"
    messageFormula: '"Currency must be specified"'
    overridable: false

  - name: "Tax rate reasonable"
    ruleFormula: |
      IS_EMPTY(totals.tax_rate) OR
      (totals.tax_rate >= 0 AND totals.tax_rate <= 25)
    messageFormula: '"Tax rate should be between 0% and 25%"'
    overridable: true

  - name: "Payment terms specified"
    ruleFormula: "NOT_EMPTY(payment.payment_terms)"
    messageFormula: '"Payment terms should be specified"'
    overridable: true

  # Approval Validation
  - name: "High-value POs require approval"
    ruleFormula: |
      totals.total_amount <= 10000 OR
      NOT_EMPTY(approval.approved_by)
    messageFormula: '"POs over $10,000 require approval"'
    overridable: false

  - name: "Executive approval for large orders"
    ruleFormula: |
      totals.total_amount <= 50000 OR
      (NOT_EMPTY(approval.approved_by) AND
       approval.approval_level == "Executive")
    messageFormula: '"POs over $50,000 require executive approval"'
    overridable: true

  - name: "Signature required for approved POs"
    conditional: true
    conditionalFormula: 'status.po_status IN ["Approved", "Sent to Vendor", "Acknowledged"]'
    ruleFormula: "approval.signature_present == true"
    messageFormula: '"Approved POs must have an authorized signature"'
    overridable: false

  # Shipping Validation
  - name: "Carrier required for non-pickup orders"
    conditional: true
    conditionalFormula: 'shipping.shipping_method NOT IN ["Customer Pickup", "Will Call"]'
    ruleFormula: "NOT_EMPTY(shipping.carrier)"
    messageFormula: '"Carrier name required unless customer pickup"'
    overridable: true

  - name: "Shipping cost for collect terms"
    conditional: true
    conditionalFormula: 'shipping.shipping_terms == "Collect"'
    ruleFormula: "IS_EMPTY(shipping.shipping_cost)"
    messageFormula: '"Shipping cost should not be specified for collect terms"'
    overridable: true

  # Contact Validation
  - name: "Vendor contact information"
    ruleFormula: |
      NOT_EMPTY(vendor.phone) OR
      NOT_EMPTY(vendor.email)
    messageFormula: '"At least one vendor contact method (phone or email) required"'
    overridable: true

# ==========================================
# Conditional Formatting
# ==========================================
conditionalFormats:
  - name: "High-value order"
    formula: "totals.total_amount > 50000"
    backgroundColor: "#FEF3C7"
    textColor: "#92400E"
    fontWeight: "bold"
    icon: "dollar-sign"

  - name: "Urgent delivery"
    formula: |
      NOT_EMPTY(po_header.required_by_date) AND
      po_header.required_by_date <= DATE_ADD(TODAY(), 7)
    backgroundColor: "#FED7AA"
    textColor: "#9A3412"
    icon: "clock"

  - name: "Overdue for delivery"
    formula: |
      NOT_EMPTY(po_header.required_by_date) AND
      po_header.required_by_date < TODAY() AND
      status.po_status NOT IN ["Fully Received", "Closed", "Cancelled"]
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    fontWeight: "bold"
    icon: "exclamation-triangle"

  - name: "Pending approval"
    formula: 'status.po_status IN ["Draft", "Pending Approval"]'
    backgroundColor: "#DBEAFE"
    textColor: "#1E40AF"
    icon: "hourglass"

  - name: "Cancelled order"
    formula: 'status.po_status == "Cancelled"'
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    icon: "times-circle"

  - name: "Fully received"
    formula: 'status.po_status IN ["Fully Received", "Closed"]'
    backgroundColor: "#D1FAE5"
    textColor: "#065F46"
    icon: "check-circle"

  - name: "Missing approval for large order"
    formula: |
      totals.total_amount > 10000 AND
      IS_EMPTY(approval.approved_by)
    backgroundColor: "#FEE2E2"
    textColor: "#991B1B"
    fontWeight: "bold"
    icon: "warning"

  - name: "Multiple line items"
    formula: "COUNT(line_items) > 10"
    backgroundColor: "#E0E7FF"
    textColor: "#3730A3"
    icon: "list"

Key Features

Comprehensive Header Information

PO Identification: Number, date, revision tracking
Reference Numbers: Requisition, project codes, department tracking
Buyer Information: Purchasing agent, cost center allocation

Complete Party Details

Buyer/Company: Issuing organization information
Vendor/Supplier: Complete vendor details and contacts
Ship To: Delivery destination with instructions
Bill To: Invoicing destination for AP processing

Detailed Line Items

Product Information: Item codes, descriptions, quantities
Pricing: Unit prices, discounts, calculated totals
Allocation: GL accounts, delivery dates per line
Flexible UOM: Support for various units of measure

Shipping and Logistics

Shipping Methods: Ground, express, overnight, freight, pickup
Shipping Terms: FOB origin/destination, prepaid, collect
Carrier Details: Carrier name, account numbers
Costs: Shipping and handling fee tracking

Financial Management

Payment Terms: Net 30, 2/10 Net 30, etc.
Payment Methods: Check, ACH, credit card, purchase card
Currency Support: Multi-currency handling
Tax Calculation: Automatic tax computation on subtotal + shipping

Automated Calculations

Line Totals: Quantity × Unit Price
Discounts: Percentage-based discounts calculated automatically
Net Totals: Line totals after discounts
Subtotal: Sum of all line items
Tax: Calculated on subtotal + shipping
Grand Total: Complete PO amount

Approval Workflow

Approval Tracking: Who approved and when
Signature Verification: Ensure authorized signatures
Budget Codes: Track authorization codes
Dynamic Approval Levels: Based on PO amount (Supervisor < $10k, Manager <$ 50k, Executive ≥ $50k)

Status Tracking

Lifecycle Management: Draft → Approved → Sent → Received → Closed
Vendor Communication: Track confirmation numbers and delivery estimates
Internal Notes: Capture tracking and follow-up information

Validation Strategy

Critical Validations (Non-overridable)

- PO number required
- PO date required
- Vendor name required
- At least one line item
- Ship to address required
- Line quantities > 0
- Unit prices > 0
- Total amount > 0
- Currency specified
- High-value POs require approval
- Approved POs must have signature

Quality Checks (Overridable)

- PO date not in future
- Required date after PO date
- Line numbers unique
- Tax rate reasonable (0-25%)
- Payment terms specified
- Vendor contact information

Conditional Business Rules

- Executive approval for POs > $50k
- Carrier required for non-pickup orders
- Shipping cost logic for collect terms

Conditional Formatting

Provides visual indicators for:

High-value orders (> $50k) - Gold highlight
Urgent delivery (< 7 days) - Orange warning
Overdue delivery - Red alert
Pending approval - Blue information
Cancelled orders - Red indicator
Fully received - Green success
Missing approval (large orders) - Red warning
Large orders (> 10 line items) - Purple indicator

Usage Tips

For Procurement Teams

Use po_header fields for order tracking and management
Monitor status.po_status for lifecycle management
Track approval information for compliance
Use totals.total_amount for spend analysis

For Accounts Payable

Extract vendor and bill_to information for invoice matching
Use payment terms for payment scheduling
Verify totals match invoice amounts (three-way matching)
Track po_number for invoice-to-PO reconciliation

For Receiving/Warehouse

Focus on ship_to information for delivery routing
Use line_items for receiving verification
Track shipping.delivery_instructions for special handling
Monitor po_header.required_by_date for prioritization

For Finance Teams

Extract line_items.gl_account for accounting allocation
Use department and project_code for cost center reporting
Track totals for budget monitoring
Monitor approval levels for spend compliance

Best Practices

Always Extract Complete Line Items: Quantity, unit price, and description are critical
Calculate Totals with Formulas: Use FORMULA type for line totals, subtotals, tax, and grand total
Track Approval Workflow: Capture approver, date, and signature for audit trail
Validate Financial Data: Ensure quantities and prices are positive, totals are accurate
Monitor Delivery Dates: Flag urgent and overdue orders for priority handling
Support Multiple Addresses: Ship To may differ from Bill To or Buyer address
Handle Revisions: Track original PO numbers when processing amendments
Capture Special Instructions: Delivery, packaging, and handling notes are important
Link to Requisitions: Trace POs back to original purchase requests
Enable Three-Way Matching: Structure data to match PO → Receipt → Invoice

Integration Examples

ERP/Procurement System

externalName: poNumber → po_header.po_number
externalName: vendorId → vendor.vendor_id
externalName: totalAmount → totals.total_amount
externalName: status → status.po_status
externalName: requiredDate → po_header.required_by_date

Accounts Payable System

externalName: invoiceMatchPO → po_header.po_number
externalName: vendorName → vendor.vendor_name
externalName: paymentTerms → payment.payment_terms
externalName: invoiceAmount → totals.total_amount

Inventory Management System

externalName: itemCode → line_items.item_code
externalName: quantityOrdered → line_items.quantity
externalName: expectedDate → po_header.required_by_date
externalName: receivingLocation → ship_to.location_name

Spend Analytics Platform

externalName: supplier → vendor.vendor_name
externalName: category → line_items.gl_account
externalName: spend → totals.total_amount
externalName: department → po_header.department

Invoice Data Definition - For matching invoices to POs
Contract Data Definition - For master purchase agreements
Form Data Definition - For purchase requisition forms

​Overview

​Use Cases

​Complete Data Definition Structure

​YAML Configuration

​Key Features

​Comprehensive Header Information

​Complete Party Details

​Detailed Line Items

​Shipping and Logistics

​Financial Management

​Automated Calculations

​Approval Workflow

​Status Tracking

​Validation Strategy

​Critical Validations (Non-overridable)

​Quality Checks (Overridable)

​Conditional Business Rules

​Conditional Formatting

​Usage Tips

​For Procurement Teams

​For Accounts Payable

​For Receiving/Warehouse

​For Finance Teams

​Best Practices

​Integration Examples

​ERP/Procurement System

​Accounts Payable System

​Inventory Management System

​Spend Analytics Platform

​Related Examples