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How to create a Purchase Order from a Sales Order

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Create a Purchase Order directly from a Sales Order, to help manage your stock's movements when it's purchased on a per sale basis. When a Purchase Order is created from a Sales Order a quick link will be available to jump from the Sales Order to it's Purchase Order and vice versa, saving you time and effort when managing the Sales Shipments as you're receipting stock. 

Create a Purchase Order for a Sales Order

If most or all products on the Sales Order require a Purchase Order to fulfill the order's shipment and sale use the Create Purchase option in the Sales Order's dropdown menu, as below:

  1. In a Sales Order, go to the Order drop down menu and select Create Purchase.


  2. A pop-up window will appear to Create Purchase Order, including all products and quantities on the Sales Order. Click on the Supplier field to advise which supplier the Purchase Order is due to be created for.

    Note: If multiple Suppliers are selected in the Create Purchase Order window from the Sales Order, a Purchase Order per Supplier will be created. The appropriate Purchase Order's details will populate in the Sales Order's order line.

  3. Update the Purchase Qty field per line if more or less than the Sales Order quantity is required for purchasing. And use the Delete bin icon to remove any products that don't require purchasing. 

  4. Select Create in the pop-up window and a Purchase Order will be created and linked to the Sales Order.

  5. In the Sales Order's Order Lines' Quantity field, a purchasing icon will appear to highlight that a Purchase Order has been created in connection with the Sales Order.

  6. Hover on the icon to see a link to the Purchase Order and an overview of the Supplier, Delivery Date and ordered Quantity.


  7. The Purchase Order will be created in Parked status, using the Supplier's default Lead Time to calculate its Delivery Date.

  8. Make any necessary edits to the Purchase Order and then save as Placed

Create a Purchase Order for specific lines on a Sales Order

When only a select number of Order lines on a Sales Order require purchasing, use the checkboxes in the Sales Order to create a Purchase Order via the Action Cog, as follows:

  1. In the Sales Order, use the checkboxes in the Order Lines tab to select the products to be purchased. 

  2. Hover over the Action Cog in the Order Lines grid and select Purchase


  3. A pop-up window will appear to Create Purchase Order, including all products and quantities on the Sales Order. Click on the Supplier field to advise which supplier the Purchase Order is due to be created for.


  4. Update the Purchase Qty field per line if more or less than the Sales Order quantity is required for purchasing. And use the Delete bin icon to remove any products that don't require purchasing. 

  5. Select Create in the pop-up window and a Purchase Order will be created and linked to the Sales Order.


  6. In the Sales Order's Order Lines' Quantity field, a purchasing icon will appear to highlight that a Purchase Order has been created in connection with the Sales Order.

  7. Hover on the icon to see a link to the Purchase Order and an overview of the Supplier, Delivery Date and ordered Quantity.


  8. The Purchase Order will be created in Parked status, using the Supplier's default Lead Time to calculate its Delivery Date.

  9. Make any necessary edits to the Purchase Order and then save as Placed

Reviewing Purchase Orders created from a Sales Order

  • Navigate to the original Sales Order from your newly created Purchase Order by clicking on the Sales Order No. field header, at the top of your Purchase Order's page. 


  • If a Purchase Order created from a Sales Order is deleted, the Sales Order will still show the Purchase Order on the Sales Order line. 

  • If a Sales Order with Purchase Orders created from it is deleted, the Purchase Order will remain in it's current status until manually receipted or deleted. 

 

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