Every Recommended Purchase Order (RPO) exporter now has an Export Level. Line Item is how RPO exports have always worked — one row per line in the purchase order, with the SKU, location and quantity detail your ERP needs to create the order. Document level writes one row per recommended purchase order instead: the PO header, its status and its totals, with no line detail. It also lets you export several POs into a single file.
Line Item stays the default, and every exporter that existed before this change keeps exporting exactly as it did.
Use Cases
Cancellation feeds. When a PO is cancelled, your ERP usually only needs to know which order was cancelled, not every line in it. A document-level exporter sends one row per cancelled PO instead of re-sending an order the vendor already has.
Header-level reporting. Send finance or your data warehouse the system, adjusted and constraint receipts totals per PO, without line-level volume.
Batch exports. Export everything you just approved or issued as one file, rather than one file per PO.
Line Item vs. Document Level
Behavior | Line Item (default) | Document |
Rows in the file | One row per PO line item | One row per recommended purchase order |
Fields you can map | Line item, PO header, product, variant, location, choice, vendor and prepack fields | PO header fields only |
POs per export | One PO at a time | All selected POs in one file |
Supported export paths | Manual (CSV), SFTP, NetSuite | Manual (CSV), SFTP |
PO status restrictions | Issued, Cancelled, or Approved (see below) | Any status |
❗ A document-level row carries the Toolio PO name (for example POD-14), not your ERP PO numbers. PO numbers are assigned per destination location and live on the line items, so a PO that was split across several locations has several PO numbers but only one document row. If your downstream system matches on PO number, use a line-level export.
Setting the Export Level
Go to
Settings > Exports > Exportersand clickAdd, or double-click an existing exporter to edit it.Choose
Manual (CSV)orSFTPas the export path.In Source Settings, set the module to
Recommended Purchase Order.Pick
Line ItemorDocumentin theExport Leveldropdown.Configure your mappings in Output Settings and save.
[Screenshot: Source Settings with the Export Level dropdown showing Line Item and Document]
The Export Level dropdown only appears when the module is Recommended Purchase Order. It is hidden for NetSuite exporters, which support line level only.
Sample data and the mapping preview follow the level you select, so switching from Line Item to Document changes the list of fields available to map. If you switch the level on an existing exporter, re-check your mappings before saving — fields that only exist at line level will no longer resolve.
What a Document-Level File Contains
A document-level export maps fields from the purchase order document itself:
PO Name and Status
Time Metric, Time Period Start and Time Period End
System, Adjusted and Constraint Receipts in Units, Cost and Ticket — these are the PO's own totals, so they reconcile to the header you see when approving the PO
Notes
Last Exported At and Cancelled At
Any custom attributes configured on the PO document
Product, location, vendor and quantity fields are line item fields and are not available at document level.
Exporting Several POs in One File
Document level is the only way to get more than one PO into a single export.
In Assortment Plan, open the Recommended Purchase Orders screen.
Select the POs you want to export.
Right-click and choose
Export Recommended Purchase Order, then pick your exporter.
A document-level exporter sends every selected PO in one call and produces one file with one row per PO. Line Item and NetSuite exporters still export one PO at a time, producing one file per PO. If your selection includes the same PO more than once, it is exported only once.
Only enabled, manually run RPO exporters appear in this menu.
[Screenshot: Recommended Purchase Orders grid with several POs selected and the Export Recommended Purchase Order context menu open]
FAQs
Do I need to change my existing exporters?
No. Exporters created before this change were automatically set to Line Item and behave exactly as they did before.
Can I use document level with NetSuite?
No. NetSuite exporters create purchase orders from line detail, so they only support Line Item. The Export Level dropdown is hidden for NetSuite, and saving a NetSuite exporter at document level is rejected.
Which PO statuses can be exported?
A line-level or NetSuite export only includes POs that are Issued or Cancelled. Approved POs can also be exported if the exportApprovedPOEnabled feature flag is on for your organization — see Recommended Purchase Orders - Approving, Issuing & Confirming a PO for what that changes in your on-order plan. Any PO in your selection that does not qualify is skipped, and Toolio tells you which ones with the message "… not exported since they are not issued, approved or cancelled".
Document-level exporters are not restricted by status — a PO in any status, including Saved, can be sent through one.
Does exporting update Last Exported At?
Yes. Every successful export stamps Last Exported At on each exported PO, at both levels. The Recommended Purchase Orders list has to reload before the new value appears.
Can I schedule a document-level export?
No. Recommended Purchase Order exports are run by hand from the Recommended Purchase Orders screen, at either level. Scheduled exporters are not offered for this module.