Purchase Order Requirements

Integration guide for Purchase Orders

Here is an integration guide that describes validation rules and steps for your Purchase Order integration: Integration Governance Guide PPT

Filtering Purchase Orders for Integration

Inspectorio Sight, as a quality control platform, uses purchase order data to drive inspections. However, Inspectorio Sight does not need to receive all POs from your source system. Instead, we recommend that you send only relevant POs by adding filters to generate the POs to send to Inspectorio Sight.

Here are filters you can implement by using Inspectorio API GET methods and then matching the output with your list of POs.

Filters
  • Product Line ID and Product Category ID are configured in the platform
  • Brand ID is configured in the platform
  • Factory ID exists as an associated organization
  • Supplier / Vendor ID exists as an associated organization
  • Brand / Retailer ID exists as an associated organization
  • Delivery Date or Inspection Date is within 30-60 days from now (not before today, nor after 30 days from now)
  • Inspection bookings will not all be waived (if all PO’s bookings will be waived, then the PO does not need to be integrated)

If any answer to these criteria is “NO” or “FALSE”, then you can skip that PO and throw a message that displays the reason why it is skipped.

PO #123 was not integrated because Product Category ID is not configured in the platform.

PO #ABC was not integrated because Inspection Date is further than 30 days in the future.


Requirements of IDs in POs

The information present in your Purchase Orders (POs) is extremely important. POs are the basic objects Inspectorio relies upon to drive bookings, assignments, inspections, and reports. We extract a significant amount of information from your POs to make your instance of the Inspectorio Sight platform functional. It is thus crucial that the IDs you send to the Inspectorio API be consistent with:

  • Inspectorio ID technical constraints listed below
  • Your internal Quality Assurance Operations (QAO) team

Example

In a sample PO request, you attempt to send a productCategoryId of that is not pre-configured in the Inspectorio Sight platform yet. The API request is rejected automatically because the Product Category must be configured in your Inspection Data Source first.

Specifically, the following IDs must be pre-configured in the Inspectorio Sight platform in advance for your PO API requests to go through. Part of the implementation process involves configuring these IDs in your system so that you can map POs to these ID values.

Key = Field Name (API Field) (File Transfer Field)

  • Brand/Retailer ID (clientId) (Brand_Retailer_ID) - This is the retailer organization, typically receiving the goods
  • Brand ID (brandId) (Brand_ID) - This is the brand value that is specified per item
  • Factory ID (factoryId) (Factory_ID) - This is the factory organization, typically producing the goods
  • Product Line ID (productLineId) (Product_Line_ID) - This is the Product Line (e.g. “Apparel” or “Footwear”)
  • Product Category ID (productCategoryId) (Product_Category_ID) - This is the Product Category within the Product Line (e.g. “Dresses” or “Shirts”)
  • Vendor/Supplier ID (vendorId) (Supplier_ID) - This is the vendor or supplier organization, typically re-directing goods

Note that the following IDs do not need to exist in the Inspectorio platform prior to sending a PO API request; these are added to the PO when the request is sent successfully.

  • Assortment ID (assortmentId) (Packing_Type_ID) - This is the user-defined identifier of an assortment-type carton
  • Item ID (itemId) (Item_ID) - This is the user-defined identifier of a product with a unique size and color in a style
  • OPO Number (opoNumber) (OPO_Number) - This is the user-defined identifier of the purchase order
  • PO Number (poNumber) (PO_Number) - This is the unique, user-defined identifier of the purchase order
  • Style ID (styleId) (Style_ID) - This is the user-defined identifier of a style, which may contain one or more items

We highly recommend that you, the Data Integration team, meet with your Quality Assurance Operations team to ensure that the data you are sending us is correct.

For further information on exactly what data is present in POs, you can look at our API References page here, our CSV File Formatting page here, and our File Transfer Specifications PDF to understand our File Transfer data structure for purchase orders and measurements.