Outside Processing Purchase Order Template
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.
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Outside Processing Purchase Order Template for Job Shops
Outside Processing Purchase Order
From: Lakeside Machine Works PO: PO-70518 Date: 2026-10-19 Vendor: Midwest Heat Treating Reference job: J-24871
Work Ordered
| Part and revision | Qty | Process | Specification |
|---|---|---|---|
| NH-20417 Rev C | 100 | Heat treat | Per customer drawing note 4, hardness 28-32 HRC |
Documents and Delivery
Certificates required: Certificate of conformance with furnace lot and hardness results Need back by: 2026-11-02 Return shipping: Vendor ships prepaid to our dock, ground
Handling Instructions
Parts are finished-machined. Do not stamp or mark. Pack with separators to avoid edge contact.
Vendor to notify us before processing if the quantity received differs from this order or if the parts show damage.
Authorization
A starting point, not legal advice. Add your standard terms and conditions and any customer flow-down clauses before use.
Track outside processing automatically
Optional: ask how outside operation status can be surfaced from your ERP.
Optional. The tool and every export work without this. No spam.
How to use the template
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
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.
- 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
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
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.
Frequently Asked Questions
Can I use this for any outside service?
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?
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?
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?
No. Everything stays in your browser and the exported file. Nothing is uploaded to a server.
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.
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