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- Purchase Order System
- Purchasing data model
The tables behind Purchase Order System
Purchase Order System ships with 42 tables, grouped here by the feature that uses them. Every record your team works with lives in one of them, and you can add fields and tables in Proto.
- Tables
- 42
- Features
- 7, plus shared settings
- Change it
- Add fields and tables in Proto
How the model is organised
Requisitions
Purchase requisitions and requisition lines retain the requested scope, linked to Departments, cost centers, Categories and Items.
Approval control
Approval matrix, approval steps and approval delegations define the decision route. Spend approvals and spend approval lines retain versioned authority and approved allowance.
Sourcing
RF qs, RFQ lines and RFQ invited suppliers describe the request. RFQ responses, RFQ response lines and bid comparison scores preserve supplier offers and the reviewed comparison.
Purchase orders
Purchase orders and PO line items retain commercial scope. PO amendments and PO amendment lines describe revisions. Commitment allocations, procurement events and Expediting retain effects and follow-up.
Agreements and releases
Master agreements and contract rates define term and price. Blanket releases and blanket release lines connect a scheduled call-off to its generated PO.
Receiving and exceptions
Receipts and receipt line items record acceptance at Locations. Supplier returns and match exceptions retain corrections. Integration deliveries records each configured destination's handoff.
Supplier management
Suppliers, supplier contacts and supplier certifications retain eligibility and contact evidence. Supplier performance holds reviewed period results.
Directory and cutover
Users is the application user table; Users2 is the internal purchasing directory referenced by business records. Migration batches identifies reviewed opening data, and exchange rates stores effective currency rates.
Every table, by feature
- Requisitions7
- Approval control9
- Sourcing8
- Purchase orders8
- Agreements and releases7
- Receiving and exceptions8
- Supplier management7
- Shared and settings3
- Purchase requisitions
Requisition header: a department user's request to buy something.
Linked to Users 2, Departments, Cost centers, Purchase orders - Requisition lines
Per-item lines on a requisition: what the requester wants, when, and against which budget.
Linked to Purchase requisitions, Items, Suppliers, Categories - Departments
Organisational units that raise requisitions and own approval rows.
Linked to Users 2, Migration batches - Cost centers
Budget units within a department.
Linked to Departments, Users 2, Migration batches - Categories
Purchasing taxonomy aligned to UNSPSC.
Linked to Categories - Items
The purchasable item, part or service catalog (buy-side view).
Linked to Categories, Suppliers - Users 2
Internal user directory for everyone who requests, approves, buys or receives.
Linked to Departments, Cost centers, Users 2, Suppliers
- Approval matrix
Effective-dated approval rules for Department x Cost Center x Category x amount x tier.
Linked to Departments, Categories, Users 2, Cost centers - Approval steps
One row per approval tier a requisition, purchase order or amendment passes through.
Linked to Purchase requisitions, Purchase orders, PO amendments, Approval matrix - Approval delegations
Effective-dated, approved delegation of a principal approver to a named eligible delegate.
Linked to Users 2, Departments, Cost centers, Categories - Spend approvals
Versioned authority request and frozen decision for a complete source revision.
Linked to Purchase requisitions, Purchase orders, PO amendments, Master agreements - Spend approval lines
Immutable scope and approved allowance within a Spend Approvals decision.
Linked to Spend approvals, Departments, Cost centers, Categories - Users 2
Internal user directory for everyone who requests, approves, buys or receives.
Linked to Departments, Cost centers, Users 2, Suppliers - Departments
Organisational units that raise requisitions and own approval rows.
Linked to Users 2, Migration batches - Cost centers
Budget units within a department.
Linked to Departments, Users 2, Migration batches - Categories
Purchasing taxonomy aligned to UNSPSC.
Linked to Categories
- RF qs
Request-for-quote header for sourced spend that needs a competitive bid.
Linked to Purchase requisitions, Users 2, Suppliers, RFQ responses - RFQ lines
What is being sourced, one line per item or service.
Linked to RF qs, Items, Requisition lines, Categories - RFQ invited suppliers
The supplier invite list for an RFQ.
Linked to RF qs, Suppliers - RFQ responses
A supplier response revision to an RFQ.
Linked to RF qs, Suppliers, Users 2, RFQ responses - RFQ response lines
Per-line quoted detail: what the supplier proposed for each requested line.
Linked to RFQ responses, RFQ lines, Items - Bid comparison scores
Computed score per response: normalised price, lead time and quality weighted by RFQ weights.
Linked to RF qs, RFQ responses, Supplier performance - Suppliers
Supplier master: legal vendor identity ordered from and paid through accounts payable.
Linked to Suppliers, Users 2, Migration batches - Supplier performance
Period scorecard per supplier: on-time delivery, quality, price competitiveness.
Linked to Suppliers, Users 2
- Purchase orders
Supplier order with immutable approved revisions.
Linked to Suppliers, Purchase requisitions, RFQ responses, Master agreements - PO line items
Per-item lines on a PO, the level at which receipts and invoice match reconcile.
Linked to Purchase orders, Items, Contract rates, Categories - PO amendments
A reviewed change to an issued or approved PO revision.
Linked to Purchase orders, Users 2, Spend approvals, Procurement events - PO amendment lines
Per-line before and after on an amendment.
Linked to PO amendments, PO line items, Items, Categories - Commitment allocations
Immutable signed effects of a business event on a PO line and its funding authority.
Linked to Procurement events, Purchase orders, PO line items, Spend approval lines - Procurement events
Durable once-only business event and migration provenance.
Linked to Purchase orders, Receipts, Supplier returns, Migration batches - Expediting
The expediting worklist: open PO lines past Need By Date or inside the warning window.
Linked to Purchase orders, PO line items, Suppliers, Users 2 - Integration deliveries
Per-event destination outbox for an explicitly configured connection.
Linked to Procurement events, Users 2
- Master agreements
Umbrella contracts with one supplier authorising a total commitment, called off by blanket releases.
Linked to Suppliers, Categories, Departments, Users 2 - Contract rates
Negotiated Supplier x Item prices valid for a date window.
Linked to Suppliers, Items, Master agreements, Users 2 - Blanket releases
Call-offs against a Master Agreement umbrella that draw down Total Commit.
Linked to Master agreements, Suppliers, Purchase orders, Users 2 - Blanket release lines
The items called off on a release, each priced at a contract rate under the agreement.
Linked to Blanket releases, Items, Contract rates, Categories - Spend approvals
Versioned authority request and frozen decision for a complete source revision.
Linked to Purchase requisitions, Purchase orders, PO amendments, Master agreements - Spend approval lines
Immutable scope and approved allowance within a Spend Approvals decision.
Linked to Spend approvals, Departments, Cost centers, Categories - Commitment allocations
Immutable signed effects of a business event on a PO line and its funding authority.
Linked to Procurement events, Purchase orders, PO line items, Spend approval lines
- Receipts
Physical arrival or service acceptance against a PO.
Linked to Purchase orders, Suppliers, Users 2, Locations - Receipt line items
Per-line received quantity against a PO line.
Linked to Receipts, PO line items, Items, Users 2 - Supplier returns
Controlled return of rejected arrivals or previously accepted goods.
Linked to Receipts, Receipt line items, Purchase orders, Suppliers - Match exceptions
A mismatch returned by accounts payable when the invoice disagrees with order or receipt.
Linked to Purchase orders, PO line items, Receipts, Suppliers - Locations
Ship-to and receiving places: a dock, an office or a site.
Linked to Departments - Procurement events
Durable once-only business event and migration provenance.
Linked to Purchase orders, Receipts, Supplier returns, Migration batches - Integration deliveries
Per-event destination outbox for an explicitly configured connection.
Linked to Procurement events, Users 2 - PO line items
Per-item lines on a PO, the level at which receipts and invoice match reconcile.
Linked to Purchase orders, Items, Contract rates, Categories
- Suppliers
Supplier master: legal vendor identity ordered from and paid through accounts payable.
Linked to Suppliers, Users 2, Migration batches - Supplier contacts
Buyer-facing contacts at the supplier: sales rep, customer service, AR, expediter.
Linked to Suppliers - Supplier certifications
Configured supplier qualification evidence reviewed for activity, location and validity period.
Linked to Suppliers, Users 2 - Supplier performance
Period scorecard per supplier: on-time delivery, quality, price competitiveness.
Linked to Suppliers, Users 2 - Categories
Purchasing taxonomy aligned to UNSPSC.
Linked to Categories - Receipt line items
Per-line received quantity against a PO line.
Linked to Receipts, PO line items, Items, Users 2 - Bid comparison scores
Computed score per response: normalised price, lead time and quality weighted by RFQ weights.
Linked to RF qs, RFQ responses, Supplier performance
Keys and references
Keep human document numbers separate from record identifiers. Preserve source system, source record ID and source revision on imported records that provide those fields. Procurement events uses event key and payload digest to distinguish an existing business action from changed content. Integration deliveries uses delivery key to identify a destination handoff.
Approved decisions retain content digest and source revision. Order acknowledgment retains acknowledged revision. Amendments retain base revision and applied revision. Receipt line items links to PO line items and preserves promise date snapshot and unit price snapshot. Keep these references intact when reconciling later changes.
Migration order
- Load the purchasing directory and organizational references, resolving Users separately from Users2.
- Load categories, supplier identities, qualification evidence, contacts, items and locations.
- Review approval rules, delegations, contract rates and signed agreement authority.
- Load requests, sourcing records, orders and their line-level authority and commitment history.
- Load accepted-quantity baselines and relevant receiving or return history through reviewed migration batches.
- Reconcile source row counts, commitment and accepted quantities before activating the cutover batch. Treat historical baseline imports separately from new Live events.
Set up Purchase Order System your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.