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Create Purchase Orders from Sales Orders
    
Automatic creation of purchase orders on the basis of sales orders presents an additional possibility for speeding up and simplifying work (if, of course, the nature of your work is such that purchase order can be precisely defined on the basis of sales orders).
If you issue customers preliminary invoices for goods that you have purchased for further sale, you can create a purchase order using already created sales orders (preliminary invoices). Select at least document types and items, you would like to transfer to purchase orders, and document types for purchase orders.
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The program will create purchase orders for the sales orders you’ve selected using the supplier listed as the primary supplier of the item in the Items register. |
| Item |
You can limit the orders you are creating to an individual item ID. |
| Department |
You can limit the orders you are creating to a single department based on information about departments in sales orders. |
| Customer
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You can limit the orders you are creating to a single customer (primary party) from an order. |
| Customer Type |
You can limit the orders you are creating to a single Customer Type. Information about customer types can be found in the Subject Types register. |
| Consignee |
You can limit the orders you are creating to a single consignee (3rd party) from an order. |
| Consignee Type |
You can limit the orders you are creating to a single Consignee Type. Information about consignee types can be found in the Subject Types register. |
| Prim. Categ. (primary category) |
You can limit the orders you are creating to an individual primary item category. Information about the primary category of an item can be found in the Items register. |
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| Sec. categ. (secondary category) |
You can limit the orders you are creating to a single secondary category. Information about the secondary category of an item can be found in the Items register. |
| Sales Rep (sales representative) |
You can limit the orders you are creating by a sales rep from sales orders. |
| Primary Supplier |
Enter the ID of a supplier if you would like to create orders for a single supplier. If this field is left blank, the program will create a purchase order for each primary supplier of the ordered goods. If information about the primary supplier of an item has not been entered in the sales order, a purchase order for the supplier will not be created! |
| Order From |
You can limit the orders you are creating using date criteria for a period in which sales orders were created. |
| (Order) To |
You can limit the orders you are creating using date criteria for a period in which sales orders were created. |
| Deliver-By From |
You can limit the orders you are creating by the start deliver-by date from the lines of sales orders. |
| (Deliver-By) To
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You can limit the orders you are creating by the end deliver-by date from the lines of sales orders. |
| Item Types |
Select item types for which you would like to create purchase orders. Information about the item type of an item can be found in the Items register. |
| Document Types |
Select sales order document types that you would like to use to create purchase orders. This information must be entered! |
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| Create Purchase Orders - Determine data that you would like to use to create a new purchase order. |
| Document Type |
Select the purchase order document type that you would like to use to create purchase orders. |
| Deliver By |
If needed, you can enter a deliver-by date for purchase orders (in the Deliver By field). The date will appear in the lines of an order where a deliver-by date has not been entered in the sales order, or in all lines of the purchase order (see description of the Use for All option). |
| Use for All |
- Select this option if you would like the delivery date entered in the Deliver-by field to override all existing delivery dates from sales orders.
- Do not select this option if you would only like the delivery date entered in the Deliver-by field to be used for sales order lines where a deliver-by date has not been entered. If a deliver-by by date has been entered in a line of a sales order and you have not selected the Use for All option, the function for creating purchase orders will not override it.
For more detailed information see Specifying a deliver-by date.
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| Delivery Offset |
Use this function if you have guaranteed a deliver-by date for purchased goods. When creating purchase orders, you must demand delivery a set number of days BEFORE you have promised to deliver the goods to your customer.
The Delivery Offset field is used for this purpose:
- A positive value - if, for example, you enter an offset of “8”, the deliver-by dates you give to your supplier will be a week before the deliver-by dates of goods ordered by your customer (from the sales order).
- The value -1 - if you select a negative delivery offset, the delivery period from the Items register (the Delivery Within field in the Stock panel) will be used.
For more detailed information see Specifying a deliver-by date.
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| Default Status |
Select a default status for the purchase orders that you are creating. |
| Fill Note With |
Each line of the sales order will have a place in the purchase order that you are creating. You can automatically fill in the Note column in the lines with one of the following:
- Customer - he party that ordered the goods;
- Order No. - The number of the customer’s order;
- Both - The customer and the number of the order;
- None - The Note column in the lines of the order will be blank. This option is suitable if you’ve specified minimum quantities and quantities for packaging (the Minimum Order Quantity and Packaging for Order fields in the Stock panel) in the Items register and would like to round them by individual deliver-by dates.
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| Status |
Select sales order statuses that you would like to use to create purchase orders. You will be able to choose from all statuses used in sales orders. By default, only statuses that affect available stock are selected. |
| Sort By |
In the Sort by box, select how you would like the lines of the purchase order that you are creating to be sorted:
- Customer and Order
- Item, Customer
- Category, Item
- Name, Item
- Dept., Cost Ctr., Item
If it is possible to merge lines based on the selected sorting term (for example, the same item, the same customer, the same order, the same deliver-by date, the same note), they will be merged in the purchase order you are creating!
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| Consider already transferred lines |
If parameter is checked ON (True), already transferred lines are consider at creating Purchase order document.
If parameter is checked OFF (False), already transferred lines are not consider at creating Purchase order document. |
| Include Items in BOM |
If an item with a BOM appears in a sales order, use this option to specify whether you would like the materials or items required to assemble the ordered article to be listed in the purchase order:
- Select this option if you would like the program to create purchase orders for materials from all levels of the BOM or parts list of the order.
- Do not select this option if you would like to create purchase orders only for the items that appear in the sales orders.
Once a single order has bee created for an individual line of a sales order, this line of the sales order is considered fulfilled in terms of creating purchase orders. So if, for example, you are creating an order by entering a primary supplier, you will not be able to create the order again for other (or remaining) primary suppliers. For this reason, we do not recommend that you do not limit order creation by item ID, consignee, etc. if you are using this option.
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| Only Items without stock |
If parameter is checked, then the programme will only search for items wich don't have enough available stock, for complete quantity on the Sales Order. |
(Find) |
Click the Find button to launch the creation of templates for purchase orders (for additional information, see the help topic on Purchase order lines). |
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For general description of task bar functions see taskbar. |
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