Produce Pro Module 09 — Purchasing

Ontology pack for PP module 09 (Purchasing), pinned to PP version 2401.0. Confidence: manual · Extractor: manual@2026-05-18 · Renderer: pp-module-renderer@1.0.0.

Module purpose

PP Module 09 (Purchasing) is the system-of-record for Nathel’s inbound supply side. It owns the canonical hierarchy Load → PO → POLine → Lot (Mod 09 p7) and is the source of every arrival, every receiving line, and every cost layer that flows into FIN’s events table. RP581 Load Worksheets are the canonical printed artifact of this module and serve as the manifest cross-check during receiving. FIN consumes Module 09 outputs both as scheduled CSV exports (PP Job Scheduler) and as PDF Load Worksheets emailed by the receiver pre-shift.

Business context

Buyers (Receiver / Foreman) drive PO creation in PP. Each PO carries N POLines, and each POLine is exactly one Lot — Lot # = PO # + line # (e.g. 00547534-1). The buyer enters the vendor manifest reference as a free-text slash-pair on PurchaseOrder.VendorReference (e.g. 1322208/5129518); the receiving team uses both halves as the start-of-day cross-match to the vendor’s manifest. FIN must preserve VendorReference verbatim — never parse the slash.

Canonical field reference

PP field	Business meaning	Data type	UoM	Validity rules	Sentinel values	Enum values	Lookup table	FIN mapping	Version notes
Load.LoadNumber	Canonical FIN load id. Captured from the PP Load Header screen (PD030), NOT from the RP581 worksheet body. One physical truck = one Load.	id_reference	—	8-digit numeric on most Nathel loads	—	—	—	events.data.load.load_number	—
PurchaseOrder.PONumber	8-digit PO number printed on RP581 immediately before the * RELEASED * / ** HOLD ** marker. The top-of-page 8-digit (e.g. 20231715) is a print-job artifact and MUST NOT be confused with the PO number.	id_reference	—	8-digit numeric	—	—	—	events.data.po.po_number	—
PurchaseOrder.HeldFlag	Hard-coded asterisk convention on RP581. * RELEASED * (single asterisks) = Held=N; ** HOLD ** (double asterisks) = Held=Y. This drives the sellability gate via events.data.po.held = true|false.	flag	—	—	* RELEASED * = Held=N (PO is released, lots can move) ** HOLD ** = Held=Y (PO is held — no allocations allowed)	—	—	events.data.po.held	—
PurchaseOrder.VendorReference	Slash-pair free-text field stored as a SINGLE string on PO header line 7 (e.g. 1322208/5129518). Canonical manifest join key — both halves are vendor PO refs the buyer typed verbatim. Receiving uses analog cross-match arrival report ↔ manifest at start of day.	composite_string	—	Preserve raw — never parse the slash	—	—	—	events.data.po.vendor_reference	—
PurchaseOrderLine.LotNumber	Per-line lot id. Always PONumber + lineNumber (e.g. 00547534-1). The dash suffix is the line index within the PO, NOT a sub-lot of a parent.	id_reference	—	Format: <PO>-<lineNumber> — mirror verbatim, never modify	—	—	—	events.data.lot.lot_number	—
PurchaseOrderLine.OrderQty	Cases ordered for this line. Drives downstream receiving expectation + variance calculation.	integer	cases	Non-negative	0 = Nothing expected — placeholder for DNR (Did Not Receive) or cancelled line	—	—	events.data.po_line.ordered_cases	—
PurchaseOrderLine.UnitCost	Per-case cost in USD. Anchors cost-layering downstream.	currency	USD per case	Non-negative decimal	—	—	—	events.data.po_line.unit_cost_usd	—
PurchaseOrderLine.BrandName	Per-line carton brand printed in the LABELS column on RP581. Distinct from the PO header Vendor — brand is per-line so one PO can carry mixed brands.	string	—	—	—	—	—	events.data.po_line.brand	—
PurchaseOrderLine.ProductCode	PP item-master SKU printed in the PROD column on RP581.	id_reference	—	—	—	—	PP item master (Module 09 + commodity master)	events.data.po_line.product_code	—
PurchaseOrder.FreightCode	Freight terms code. F=FOB / D=Delivered (Mod 09 p9). Nathel uses inconsistently — FIN should pull storage requirements from commodity golden data, not this column.	enum	—	—	—	F, D	PD060 freight-code master	events.data.po.freight_code	—
PurchaseOrder.HeaderComments	Free-text admin scratchpad printed under PO notes: on RP581. Conventions include DNR (Did Not Receive) and NATHEL 1/3 (internal flag). Not structured data — preserve verbatim, downstream consumers extract conventions heuristically.	text	—	—	DNR = Did Not Receive — entire PO line is a placeholder NATHEL 1/3 = Internal Nathel split flag (1 of 3 trucks)	—	—	events.data.po.header_comments	—
Lot.SubLotAnnotations.ParallelLotNumber	When a case carries a GTIN/GS1 label, PP creates a parallel lot reference. There is NO schema field for this today — flagged as net-new contract. Capture on the QC item event without mutating the PP-mirror lot id.	string	—	Net-new contract — not in PP base schema	—	—	—	events.data.qc_item.parallel_lot_number	NET-NEW per FIELD_MAPPING_AND_SAFETY_SPEC §0 — does not exist in PP base schema

Workflow state machines

PP Purchase Order lifecycle

The canonical PO state machine in Module 09. Buyer creates PO, optionally holds it, releases it for receiving, the receiver captures arrival, and the PO closes when all lines are reconciled. Hold/Release is the load-bearing gate that feeds FIN’s sellability check.

• Initial state: Created
• Terminal states: Closed

stateDiagram-v2
    [*] --> Created
    Created --> Held: Buyer flags PO with `** HOLD **`
    Created --> Released: Buyer flags PO with `* RELEASED *`
    Held --> Released: Buyer clears hold flag
    Released --> Receiving: First receiving event recorded against any POLine
    Receiving --> Reconciled: All POLines reach OrderQty (or DNR on remainder)
    Reconciled --> Closed: Buyer or AP closes the PO header
    Closed --> [*]

Transitions:

From	To	Trigger	Actor role	Notes
Created	Held	Buyer flags PO with ** HOLD **	Buyer	Held PO cannot allocate inventory downstream
Created	Released	Buyer flags PO with * RELEASED *	Buyer	—
Held	Released	Buyer clears hold flag	Buyer	—
Released	Receiving	First receiving event recorded against any POLine	Receiver	—
Receiving	Reconciled	All POLines reach OrderQty (or DNR on remainder)	Receiver	—
Reconciled	Closed	Buyer or AP closes the PO header	AP	—

Cross-references to other PP modules

Module	Title	Handoff point	Notes
13	Shipping	Released POs surface as expected inbound loads that the receiver matches against vendor manifests. Shipping documents (BOL, manifest) flow alongside the PP PO into the receiving handoff.	—
14	Transportation & Delivery	Carrier + driver metadata on inbound loads tie back into Module 14 for the truck/route record.	—
16	Accounts Payable	Closed POs flow into AP for invoice reconciliation. The unit_cost_usd per POLine anchors AP three-way match.	—

Sample artifacts

Kind	Filename	Manifest anchor	Notes
pdf_report	09 - Purchasing.PDF	Bucket 1 (Vendor manual) + Module 09 subset	Module 09 user guide (PP 2401.0)
pdf_report	RP581 Load Worksheet (Nathel training DB)	FIELD_MAPPING_AND_SAFETY_SPEC §1.6	Canonical printed artifact for inbound loads. Two real samples ground the field mapping table.
passing_sheet	FARMERS BEST PASSING REPORT- 11106755.PDF	Bucket 3 — Vendor passing reports	PP receives vendor PO-Cs via email upstream of Module 09 receiving; ties into the canonical vendor_passing CIR.

Open questions / drift watch

• `Lot.SubLotAnnotations.ParallelLotNumber` is net-new — not in PP base schema. Where does PP store the GTIN/GS1 lineage today?
  • Raised in: FIELD_MAPPING_AND_SAFETY_SPEC §0 Vendor PP-parallel lot
  • Watch artifact: Future RP581 sample with explicit GS1 lot trail
• PO Held → Released backflow timing. Today FIN treats hold state as latest-write-wins; PP may carry a hold history we haven’t captured.
  • Raised in: Module 09 PO lifecycle workflow design
  • Watch artifact: PP PO history audit report

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