Create a Purchase Order from a Sales Order

Have a Sales Order/Invoice that needs Inventory ordered?  Want to do a Drop Ship to your client?  Learn all about it here!

When can a Purchase Order be generated from a Sales Order?

If you need to generate a Purchase Order to fill a specific Sales Order, you can use an Action Menu item to quickly create the PO.  There are 3 conditions that must be met to have the PO generate successfully:

  1. Order Status: The Sales Order must be at least in Committed status or beyond.
  2. BO Qty:
    For Inventory style Products, 1 or more line items on the Sales Order must have a Backorder Qty of 1 or more units.

For Non-Inventory items...

  • AV 2017.0.0.3 or earlier: you may not indicate a Backorder Qty; the PO is issued for the full Order Qty.
  • AV 2017.0.0.5 or later: You may enter a Backorder Qty for non-inventory items; rhw PO is issued for the BO Qty.

Vendor Name: The Product(s) on the Backordered line(s) must have a Vendor entered.

  • If there is a Primary Vendor listed on the Product record, it will be added to the line item automatically. Otherwise, you can key in the desired Vendor on the fly.

Default PO Cost (OPTIONAL): The cost indicated on the line item will be passed as the Unit Price for the Purchase Order. If there is a Default PO Cost indicated on the Product record, then it is filled in here by default. The cost can be overwritten as needed.

Required Ship Date (OPTIONAL): The date entered here will be passed as the Required Ship Date on the PO.

Vendor Part Number (OPTIONAL): This will be pulled from the Product record if possible and can be overwritten here as needed.

Most of the columns described above are hidden by default. Each column can be activated/deactivated via the System Configuration screen. See the lesson on Purchase Order Defaults & Line Item Columns to learn how to set this up.

The PO # column will be discussed below.

 

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1. Create Purchase Orders

  1. Highlight the Sales Order (that meets the above conditions).
  2. Open the Action Menu and select Create Purchase Order(s).

You will be presented with a dialog about PO type and Drop Ship preference (see next screenshot).

1.1. Create Purchase Orders

PO Type

  • Inventory: These are any Products that you are ordering that could be part of your physical inventory system. It doesn't matter if you normally stock the items or not, the term Inventory in this case refers to the check box on the Product record that determines if it's an Inventory (i.e. stock) vs. a Non-Inventory (i.e. supply or service) item.
  • Non-Inventory: These Non-inventory Products, as indicated on the Product record, can be added to a PO by choosing the Non-Inventory option.

    AV 2017.0.0.3 or earlier: In this case, AcctVantage will issue a PO for the Order Quantity rather than a Backorder quantity (since you cannot Backorder Non-Inventory items.

    AV 2017.0.0.5 (Feb 2017) or later: In this case, AcctVantage will issue a PO for the Backorder Quantity.

Shipping Address

  • Check the Create Drop Ship POs option to generate a Purchase Order where the Ship To Address is pulled from the Sales Order. (If there is more than one Vendor indicated for a particular Sales Order, you will get one PO per Vendor with each PO having the Drop Ship address pulled from the Sales Order.)
  • If the Create Drop Ship POs option is not checked, you will get 1 PO per Vendor per each Warehouse indicated on the Sales Order. (Note that if you have more than one Sales Order highlighted, you will still get one PO per vendor with one line item per Product being ordered.  In other words, you will be placing a bulk order with your Vendors that will need to be split up to fill your Sales Orders.)
Create Purchase Orders

2. Purchase Order Creation Log

3. The Purchase Order

Notes:

  • The Sales Order ID is not Order Number or Invoice Number...it is the the internal ID of the Sales Order record.
  • Cross-References between the Sales Order, Sales Analysis, Purchase Order and Purchase Analysis windows are supported when a Purchase Order is linked to a Sales Order.  

4. PO Confirmation on the Sales Order

Assign an Existing PO to a Sales Order

You may have a Purchase Order already in process with a Vendor and need to assign that PO to a new Sales Order. Doing so is as simple as typing the PO # into the column on the Sales Order by hand. AcctVantage will verify that the PO # you've entered actually contains the Product before allowing you to save.