Purchase Orders Integration¶
The Purchase Orders integration imports purchase order data from your ERP or source system into Knosc automatically on a scheduled basis. It can also be triggered manually from the Purchase Orders screen.
Triggering the Integration¶
The integration runs on an automated schedule configured per instance. To run it immediately without waiting for the next scheduled execution, click Run Integration in the Purchase Orders toolbar.
Unique Line Identification¶
Purchase order lines are identified uniquely by a combination of three fields:
The Line Unique ID distinguishes multiple lines that share the same PO number and item number (e.g. two lines for the same item with different delivery dates are assigned sequential identifiers such as 1 and 2).
Upsert Logic¶
On each integration run, the system compares incoming records against existing data using the unique ID:
| Scenario | Action |
|---|---|
| Line exists in source and in Knosc | Update all fields (ETA, quantity, status, etc.) |
| Line exists in Knosc but not in source - found in cancelled list | Delete the line (cancelled order) |
| Line exists in Knosc but not in source - not in cancelled list | Archive the line (order received) |
| Line exists in source but not in Knosc | Create a new line |
Status Mapping¶
Incoming status values from the source system are mapped to Knosc's internal status set. Lines with an Open status equivalent are shown in Purchase Orders; all others are moved to Purchase Orders Archive.
Manual Override¶
Users can create, edit, or delete purchase order lines directly in the Knosc UI. Manually managed lines carry a creation process flag distinguishing them from integration-sourced lines. On the next integration run, manually entered lines are not overwritten unless their unique ID is matched by an incoming record.