Automatically creating purchase orders from sales orders is a way for you to make work easier and save time, provided that work at your organization is such that the sales orders that you receive can be used to accurately create purchase orders.

If you are issuing sales orders to customers for purchased goods (goods you are buying for further sale), you can create purchase orders from existing sales orders.

1. Document Type

In the Orders menu choose Create purchase order.

This will open the Create purchase orders form.

2. Create purchase order from sales orders

Choose the From Sales Orders tab.

3. Data Entry and Determining the Deadline

You must select document types and item types you want to transfer to the purchase order; in the Create purchase orders section, you must select the Document Type you would like to use to create the purchase order(s).

3.1 Choose the Document types

First, select the sales order document types that from which you would like to create purchase orders. At least one document type must be selected!

3.2 Choose Item types

Next, select item types which you would like to include in the purchase orders you are creating. Information on an item's item type can be found in the Items register.

3.3 Create purchase orders - choose the document type, set the delivery deadline

In the Create purchase orders section, select the Document type in which you would like to create the purchase order.

Delivery by - You can use your deadlines for deliveries to customers to create deliver by dates for your suppliers:

• A fixed deliver by date for the supplier
• A fixed deliver by date for lines without a confirmed deadline
• A deadline for your supplier X days before the delivery by date for the customer
• Deliver by dates can also be entered for items in the Items register.

 

Choose a document type the purchase order will be created with. If necessary, enter a deliver by date for the purchase order you are creating. This date is used in order lines without entered delivery deadline in sales order, or in all purchase order lines. The Use for all option will do the following:

• If this option is selected, the delivery by date will be used instead of the ones entered in the sales order lines (if dates have been entered there)
• If this option is not selected, delivery deadline shall be used for sales order lines without entered delivery deadline. However, if the deadlines sales order lines is entered it is not covered by the delivery deadline from the function Create purchase order.

For more information see Delivery deadline settings.

Delivery offset is used when goods for the customer need to be purchased yet. Purchase orders must be defined so that for the delivery deadline a certain number of days is set before your the delivery to the customer.  To achieve this effect use the field Delivery offset, where in case of:

• positive offset - example, offset "8", delivery deadline for the supplier is one week before your delivery to the customer (from sales order).
• offset -1 - negative offset for the delivery means the delivery deadline defined in the Items register.

For more information see Delivery deadline settings.

Choose Default status for new created purchase orders.

3.4 Fill note with

 

Each sales order line will be transferred to the new created purchase order. When automatic creating purchase orders lines note can be automatically filled with following data:

• Customer - name of the customer
• Order No. - number of the sales order
• Both - name of the customer and number of the sales order
• None - Note field in the line will be empty. This function is appropriate when in the items register minimum order quantity and Packaging for order quantity are defined and you want to merging them by individual deadlines.

3.5 Restriction criteria

Automatic creating purchase orders can be limited by more criteria.

• Item  - creating the document can be limited by individual item ID.
• Department - creating the document can be limited by the department from the sales order.
• Client - creating the document can be limited by the client 1st person of the sales order.
• Customer type - creating the document can be limited by the subject type - 1st person and/or 2nd person. Subject type is defined in the Subjects | Customer register.
• Consignee - creating the document can be limited by the consignee (2nd person) from the sales order.
• Consignee type - creating the document can be limited  by the  subject type - 1st person and/or 2nd person. Subject type is defined in the Subjects | Customer register.
• Prim. categ. - creating the document can be limited by individual Items category. Items category is defined in the Items register.
• Sec. cat. - from the items categories choose the ID of the items secondary category.
• Sales rep - creating a document can be limited  by the sales representative (data from the sales order).
• Primary supplier - if you want to create a purchase order for one supplier, enter in the field the ID from this supplier. If you do not enter the field, the program will create as many purchase orders as many suppliers are defined primary suppliers of ordered goods. If there is no primary supplier in the item of the sales order, the purchase order from this sales order will  not be created!
• Order from - creating a document can be limited  by the start date of the sales order.
• (Order) To - creating a document can be limited  by the end date of the sales order.
• Deliver-by from - creating a document can be limited  by the start date of the delivery deadline from the sales order lines.
• (Deliver-by) To - creating a document can be limited  by the end date of the delivery deadline from the sales order lines.

3.6 Include items in BOM

By using this checkbox you can set whether the purchase order shall be used for materials or items used as components for completing the ordered item, however, on the purchase order the item must be with the Bill of material:

• checked, if purchase order shall be also used for materials from any level of order's BOM
• unchecked, if purchase orders shall only be used for items from sales orders

If for an individual sales order line an order is already created, this line is, looking from the view of creating purchase orders, regarded as implemented. In example, if you are creating an order using a restriction of a primary supplier, you cannot create a new purchase orders for another (or more) primary suppliers from the sales order. It is therefore recommended not to use restriction criteria, if you are already using this checkbox. 

3.7 Status

Select statuses of sales orders, from which you want to create purchase orders. You have access to all statuses used in sales orders. By default are selected only statuses affecting the available stock.

3.8 Sort by

By the Sort by section you can define in which way the program shall sort item lines of the new purchase order to the primary supplier:

If according to the selected sort option lines can be joined (i.e. the same item, the same customer, the same order, the same delivery deadline, the same note), the newly created purchase order will have these lines joined into one line!

 

If you click on the the Find button, the program will start creating templates for purchase orders (see Purchase order lines).

 

4. Purchase Order Lines

The program displays Purchase order lines -  list of order lines that are complying with selected criteria for creating purchase orders from sales orders. Created will be as many orders as are primary suppliers for sales order items. 

 

 

You can move between created orders by using navigation buttons (for additional information see Navigation buttons).

Lines or partially dispatched quantity do not display, by already dispatched purchase order!

 

By clicking Create button the program activates the procedure of creating purchase orders containing data and lines as being displayed in the Created orders tab. The program first demands a confirmation of the operation (see Do you want to create purchase orders?)
When confirming, the program reports if the operation was completed successfully (see Creating finished successfully!) and opens the last successfully created purchase order.

 

The program will from selected sales orders create an order to the supplier, who being selected in the register of ordered items as primary supplier.

 

5. Creating purchase order from stock

Items register | Stock may be entered:

• Minimum Order Quantity: minimum quantity acceptable for supplier to deliver
• Packaging for Order: quantity of items, being provided by the supplier as quantity per transport unit.

These two data being entered can be used in the automatically creating purchase orders. 

If these two data are not entered, automatically creating purchase orders will join lines per delivery deadlines (and required note of the line) and does not change the quantity of the purchase order.

It is possible to use one or both parameters. The order in which program is looking for parameters for creating purchase orders is as following:

• at first the program looks for the items quantity in the sales order for each delivery deadline or by the chosen sort criterion of creating purchase orders;
• if the quantity is less than minimum the program will increase it to the minimum quantity being allowed;
• if the quantity is not divisible, the program will increase the ordered quantity to the next greatest quantity that is divisible.

For additional information and use see Minimum order quantity and packaging order.

 

6. Created orders

In the Created orders panel is a list of orders, created from sales orders and also the one's created from stock. 

 

For further information of the function taskbar see section Taskbar.

---