Create, approve and send weekly Crew POs
Convert a TeamTrack People Costing report into supplier purchase orders and draft Xero bills.
For: Operations, crewing and commercial
Open Crew POsWorkflow
How to do it
Import the XLSX
Drop the weekly TeamTrack People Costing report onto the upload panel, or click to choose it. ProductionOps360 reads the week-ending date automatically from Overview cell C3.
Review exclusions and suppliers
Full-time staff are removed using Settings, and configured name exchanges map engineers to their Xero supplier businesses.
Work highlighted tabs
Attention keywords such as PPA highlight the supplier tab; configured rate bands highlight the complete affected shift row.
Check job allocations
ProductionOps360 matches meaningful show-name words and dates to active jobs automatically, with newest jobs shown first. Venue codes BLM, PPA, LS and TRX and generic crew terms are ignored; uncertain rows remain unassigned. Check or change every suggested job.
Check expenses
TeamTrack PD and Travel entries are matched to shifts by date and appear in their named boxes. Any other expense description is placed in the editable Other column and retains its original label. Every expense remains a separate line on the PO, bill and job supplier costs.
Save and approve
Save a version, request internal approval and approve the checked batch before enabling Xero actions.
Send individually or together
ProductionOps360 reads the supplier tax treatment from Xero, creates or updates the PO, emails its PDF using the configured body/reply-to, and creates or updates a draft bill with the same PO reference and configured due-date rule.
Track supplier costs
Save and sync, or use Sync job costs, to add allocated rows to each job's Suppliers and costs section. Sending a PO updates those rows to PO Raised.
Revise a sent PO
Edit the latest batch, save a new version and use Send/update PO. The revision updates the existing Xero PO and draft bill through their Xero IDs, retains the original PO number and emails the refreshed PDF. Every successful first send and resend is appended to the supplier's Xero activity log with its time, revision, PO, draft bill, recipient and value.
Useful to know
- • The main saved batch always opens the highest version; earlier versions remain in its dropdown.
- • Archive completed reports to hide them from the active list. Archived reports can be restored; Delete permanently removes every saved version after confirmation.
- • Configure a Xero Contact ID or email override when an exact supplier-name match is not sufficient.
- • A custom From address must be authorised by the ERPNext outgoing mail account; use Reply-to when replies merely need to reach another mailbox.
Troubleshooting
A supplier cannot be found in Xero.
Add the exact Xero supplier name or Contact ID under Administration → Crew POs.
The week-ending date cannot be read.
Confirm the workbook contains an Overview sheet and a valid end date in cell C3, then process it again.
A PO email cannot be sent.
Confirm the Xero contact has an email address or add an email override in the supplier exchange.
A revised PO receives a Xero validation error.
Deploy the revision-update fix, reopen the latest saved batch and choose Send/update PO again. ProductionOps360 preserves the original Xero PO number instead of trying to rename the authorised order.
VAT looks wrong.
Check the supplier Tax Number and Accounts Payable tax type on the Xero contact, then resend the revised version.
A cost is missing from a job.
Assign the row in Crew POs, then choose Save + sync jobs or Sync job costs. Unassigned rows remain on the supplier PO but do not appear against a job. Current RMS refreshes preserve Crew PO and manually managed supplier rows.
An expense was not matched.
Confirm it has a description and valid From/To dates in TeamTrack and that the supplier sheet contains a shift on the same date. Unmatched expenses remain as editable standalone lines in PD, Travel or Other.