# Outside Processing Purchase Order Template > Source: https://netray.co/tools/job-shop-outside-processing-po-template > Publisher: Netray (netray.co), AI and integration engineering for ERP and manufacturing systems. > Section: Free Tools ## Short answer A purchase order template for sending parts out for heat treat, plating, anodize, grinding or paint, with process spec, certs and return instructions. ## Category supply-chain ## Industry Machine Shops ## Audience - Buyer - Production control - Shop owner ## Tool **Kind:** template **Output:** document **Fields:** #### Your shop **Key:** shop **Type:** text **Default:** Lakeside Machine Works #### PO number **Key:** po_no **Type:** text **Default:** PO-70518 #### PO date **Key:** date **Type:** date **Default:** 2026-10-19 #### Vendor **Key:** vendor **Type:** text **Default:** Midwest Heat Treating #### Job number **Key:** job_no **Type:** text **Default:** J-24871 #### Part number and revision **Key:** part_no **Type:** text **Default:** NH-20417 Rev C #### Quantity **Key:** qty **Type:** number **Default:** 100 #### Process **Key:** process **Type:** select **Options:** - Heat treat - Anodize - Plating - Passivation - Grinding - Paint or powder coat - Black oxide - Other **Default:** Heat treat #### Process specification **Key:** spec **Type:** text **Default:** Per customer drawing note 4, hardness 28-32 HRC #### Certs required with shipment **Key:** certs **Type:** text **Default:** Certificate of conformance with furnace lot and hardness results #### Need back by **Key:** need_by **Type:** date **Default:** 2026-11-02 #### Return shipping **Key:** ship **Type:** text **Default:** Vendor ships prepaid to our dock, ground #### Handling notes **Key:** handling **Type:** textarea **Default:** Parts are finished-machined. Do not stamp or mark. Pack with separators to avoid edge contact. **Blocks:** #### Outside Processing Purchase Order **Body:** From: {{shop}} PO: {{po_no}} Date: {{date}} Vendor: {{vendor}} Reference job: {{job_no}} #### Work Ordered **Table:** **Columns:** - Part and revision - Qty - Process - Specification **Rows:** **0:** {{part_no}} **1:** {{qty}} **2:** {{process}} **3:** {{spec}} #### Documents and Delivery **Body:** Certificates required: {{certs}} Need back by: {{need_by}} Return shipping: {{ship}} #### Handling Instructions **Body:** {{handling}} Vendor to notify us before processing if the quantity received differs from this order or if the parts show damage. #### Authorization **Signatures:** - Buyer - Vendor acknowledgement **Notes:** A starting point, not legal advice. Add your standard terms and conditions and any customer flow-down clauses before use. ## Content **Intro:** Outside processing is where parts and paperwork go missing. A clear PO that names the process spec, the certs and the return date saves the phone calls and prevents a plated lot coming back without a cert the customer requires. **Sections:** #### How to use the template **Body:** Fill in the vendor, job and part, pick the process, and write the specification the way it appears on the customer drawing or purchase order. List the cert you need with the shipment, since a missing cert is the most common reason a job sits on the dock. Export to PDF and email it with the parts or the pickup request. Keep the PO number on the traveler so the operation can be received against it in your ERP. #### What a good outside processing PO states **Body:** The vendor should never have to guess. Name the spec and class, the quantity, the date and who pays freight. If the part is finished-machined, say so, because some processes need masking of threads or bores. State what the vendor should do on a discrepancy. **Bullets:** - Process spec and revision, not just the process name - Certs and test data to ship with the lot - Masking, racking or no-mark instructions - Quantity tolerance and what to do on a shortage - Approved source requirement if the customer demands one #### Linking it to the ERP and the traveler **Body:** In a job shop ERP the outside operation on the routing usually generates a PO line against the job, and receiving closes the operation. Use this document to carry the detail the ERP line does not hold, such as the spec text and handling notes. Record the vendor ship and return dates so on-time delivery by vendor can be reviewed later. #### Common mistakes **Body:** Sending a PO with only a part number and the word plating is the classic problem. Another is forgetting that heat treat or plating adds lead time to the customer promise date, so the outside operation date should be reflected in the schedule when the job is released, not discovered at ship time. **Cta:** If outside processing status is tracked by phone calls, Netray can help connect your ERP and vendor emails so late returns are flagged before the ship date. **Faq:** #### Can I use this for any outside service? **Answer:** Yes. Choose the process from the list or select Other and describe it in the specification line. The layout works for heat treat, plating, anodize, grinding, paint and similar services. #### Does it replace the PO in my ERP? **Answer:** Not necessarily. Many shops raise the PO in the ERP and attach this sheet for detail. If you only use a spreadsheet, this document can serve as the PO after you add your terms and conditions. #### What certs should I request? **Answer:** Request whatever the customer order requires, commonly a certificate of conformance and process data such as hardness, coating thickness or lot number. Check the customer purchase order and drawing notes for specifics. #### Is the data saved anywhere? **Answer:** No. Everything stays in your browser and the exported file. Nothing is uploaded to a server. ## Search terms outside processing purchase order template, subcontract po template machine shop, heat treat purchase order, plating po form, outside service po jobboss, vendor processing instructions template, job shop subcontract order --- Talk to an engineer: https://netray.co/contact?intent=erp_ai | Machine catalog: https://netray.co/agent/catalog.json