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Raise Business Central purchase orders at the right cost
For operations teams who want purchase orders that check the vendor, items and open orders first, by asking their AI assistant.
On this page
Connector
Connect Microsoft Dynamics 365 Business Central, pick your AI tool and paste the prompt.
The problem
One skipped check and you order twice or pay the wrong price
Raising a purchase order means finding the vendor, looking up each item and its last cost, checking the vendor supplies it and making sure it is not already on order. Miss one check and you double order or pay the wrong price.
Without PopdockAI
- Look up the vendor and each item by hand
- Find the last cost on each item card
- Check open orders for the same items
- Discover the double order when stock arrives
With PopdockAI
- The vendor and items are resolved, stopping on blocked records
- The last direct cost is used unless you give one
- Open order lines and missing vendor records are flagged
- You preview the order, then it is created once and read back
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a purchase order to `{vendor-name}` for `{lines}`, expected on `{receipt-date}` (default none).
Pass `{company}` as the company argument on every call. If `{company}` is empty, leave the company argument out so the connector's default company is used.
**Step 1: Resolve the vendor**
Call `business-central-get-vendor` with name.contains set to `{vendor-name}`. If several match, list them and stop. If blocked is All, stop.
**Step 2: Resolve each line**
For each entry in `{lines}` call `business-central-get-item` with item-number, falling back to description.contains. Stop and ask on no match or several matches. Refuse blocked items. Call `business-central-get-vendor-item` with vendor-number and item-number: if the vendor has no record for the item, warn that this vendor may not supply it. Use last-direct-cost as the unit cost unless the user gave one.
**Step 3: Open orders already placed**
Call `business-central-get-purchase-transaction-line` with buy-from-vendor-number and document-type Order. Warn about any item that already has an open line with outstanding-quantity above 0.
**Step 4: Preview and confirm**
Show vendor, receipt date, lines (item, vendor item number, quantity, unit cost, amount), total, and warnings. Ask for confirmation.
**Step 5: Create**
After confirmation call `business-central-create-purchase-order` once with vendor-number and pay-to-vendor-number set to the vendor number, order-date today, and requested-receipt-date `{receipt-date}` when given. Then call `business-central-create-purchase-order-line` for each line with document-number, line-type Item, number-on-line, quantity, direct-unit-cost and expected-receipt-date.
**Step 6: Confirm the result**
Call `business-central-get-purchase-transaction` with document-number and document-type Order and `business-central-get-purchase-transaction-line` with document-number. Report the order number and total.
**Rules & Guidelines:**
* Do not call any create or update tool until the user has confirmed the exact values shown in the preview.
* Call `business-central-create-purchase-order` exactly once.
**Validation:**
* If `{lines}` is empty, suggest running the recommend-item-reorders prompt for this vendor first.Who it's for
One answer, three teams that use it
Purchasing agents
Raise orders in one message
Order from a vendor without opening each item card for costs, and see any warnings before it goes out.
Raise a Business Central purchase order to Contoso Supplies for 40 Camp Stoves and 100 Trail Bottles, receipt December 10.
Inventory planners
Avoid ordering stock already on the way
Items that already have an open order line are flagged, so you do not double order.
Order 80 Wool Socks from Fabrikam in Business Central, but warn me if some are already on order.
Operations managers
Check vendors actually supply the item
You are warned when a vendor has no record for an item, before the order is created.
Create a purchase order to Northwind Traders for 25 Trail Jackets in Business Central at cost 61.
How it works
What PopdockAI does when you ask
You name the vendor, items and quantities and your AI assistant does the lookups in Business Central. You preview the full order with any warnings before it is created.
01
Ask
You name the vendor, items, quantities and optionally a receipt date.
02
Check
It resolves each item, uses the last direct cost and checks open order lines.
03
Confirm
You preview the full order with any warnings and say yes.
04
Create
It creates the order once and reads back its number and total.
The outcome
Purchase orders at the right cost, ordered once
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One prompt template with infinite possibilities.
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