PO · Lines · VAT · CFDI 4.0 · Lead times
The structure our corporate clients receive to issue the purchase order once a quote is approved. The template adapts to the customer's format and is delivered editable so procurement can plug it into their ERP — SAP, Oracle, NetSuite, QuickBooks, internal system.
The PO splits into six sections. Section one carries customer data — legal entity name, RFC, tax address, commercial contact, payment contact — and workshop data — legal entity name, RFC, tax address, vendor number where applicable. Section two describes the order with the customer's PO number, the approved quote number, issue date, requested delivery date, customer's internal reference and delivery address.
Section three carries the lines in tabular format: line number, product description, quantity, unit price in MXN before VAT, total before VAT, VAT broken down at sixteen per cent and total with VAT. Each line is accompanied by a note with the technical detail — composition, colour, decoration technique, size where applicable — and per-line lead time. Section four describes the applicable commercial conditions.
Commercial conditions include the lead time counted from receipt of the signed order and size confirmation; payment conditions — advance, fifteen, thirty or forty-five-day credit; currency — Mexican peso; validity of the approved quote — typically fifteen calendar days for small runs and thirty for medium and large runs; and penalties for cancellation or brief modification after production has started.
Assumptions clarify what is included and what is not: the customer's final art, the declared sizes, the delivery address, the receiving lead, the acknowledgement format. When any assumption is not met, the customer is notified before we proceed. Exclusions clarify what is not quoted — on-the-fly art changes, last-minute additions, deliveries to addresses with restricted access outside business hours, installation or set-up at events.
VAT is calculated at sixteen per cent on the subtotal and broken down per line. For customers with tax residence in the border zone — Baja California, Sonora, Quintana Roo, parts of Chihuahua and Coahuila — the reduced eight per cent rate applies where applicable. The CFDI 4.0 invoice is issued after delivery of the goods with the recipient's tax regime and the CFDI use the customer requires.
Shipping is quoted separately when the destination is outside the metropolitan area of CDMX, Guadalajara or Monterrey. For multiple destinations — corporate with several sites, event across multiple plazas — shipping is quoted per plaza based on volumetric weight and required lead time. For international destinations shipping is quoted via international courier or customs broker when the volume warrants.
The PO is accepted in writing — email, PDF signature or approval platform — and acceptance kicks off production. Acceptance can be partial when the customer requires some lines and not others. When acceptance is partial, the lines not accepted are pulled and a new order is issued with the lines actually approved.
For corporates with multi-level approval, the order is delivered to the customer's buyer who manages internal signatures before acceptance. The workshop receives the order signed by the authorised lead and starts production. The CFDI 4.0 invoice is issued after delivery per the agreed payment calendar.
We adapt the template to the customer's format. For SAP clients we deliver the order as IDoc for automatic loading into their procurement module. For Oracle clients we deliver the order as XML with the iProcurement module schema. For NetSuite clients we deliver the order as CSV with the procurement module native schema. For clients with their own system we deliver the order in the format their technical team requires.
Adaptation includes the workshop's product catalogue mapped to the customer's catalogue where applicable. For clients with their own product catalogue, we map our products to the customer's internal references. The mapping is validated at programme start and updated when new products are added.
Each PO sits in the project's log with receipt date, the customer's internal approval date, production start date, the progress milestones — cutting, sewing, decoration, quality, packing, shipping, delivery — and the invoicing date. The log is delivered to the customer in PDF format at project closure and is kept for the project's lifetime plus three years.
For clients with recurring internal audit, we deliver the log in the customer's format with the seals and signatures their internal procedure requires. For clients with ERP integration via API or webhook, the log is delivered in structured JSON format for automatic loading into their management system.
The editable template is delivered as DOCX with paragraph marks and CSS styles for fast adaptation. For clients with a contract management system — DocuSign, Adobe Sign, PandaDoc, in-house platform — we deliver the template in the format the platform requires for digital signature. The customer-side authorised lead's signature is requested at programme start.
For customers who prefer wet signature, we deliver the printed template with seal and handwritten signature from the workshop lead. The handwritten signature is requested at programme start and is updated when the lead changes. Signature traceability is kept in the project log.
If your procurement area or ERP requires a purchase order template adapted to your company's format, let's talk. We deliver the editable template and, where applicable, the ERP integration.
The purchase order template is referential. Commercial conditions, lead times and amounts are confirmed against the quote approved by the customer. Invoicing is issued per current SAT regulation at the time of delivery. Corp-Merch.MX is a Mexican workshop for corporate merch; we operate independently.