Generate a Purchase Order from a Sales Order

Use this procedure to generate a purchase order from Sales Order Entry.

Before You Begin

The following conditions must exist:

The Purchase Order module must be set up for the current company.
The Enable Purchase Order Generation During Sales Order Entry check box must be selected in Purchase Order Options.
Review the settings on the Default Settings for Auto Generate from Sales Order window before generating the purchase order.

To generate a purchase order from a new sales order

Select Sales Order Main menu > Sales Order Entry.
In the Order Number field, enter the sales order. For more information, see Sales Order Entry - Fields.

Enter the order date and select the order type.
If you are creating a standard order from a master or repeating order, enter the appropriate number in the Master/Repeating No. field, and then change information and item quantities as necessary.

If you are creating a master or repeating order, enter the cycle code.

Enter the customer number and then enter the appropriate customer and salesperson information.

If the Job Cost module is installed and integrated with Sales Order and a job is associated with this order, enter the job number.

Click the Address tab and verify the customer bill-to and ship-to address information.
Click the Lines tab. At the Item Code field, enter the first inventory, miscellaneous, or special item to order. To enter a sales kit, see Enter a Sales Kit. To select an alias item code, click the Alias Item button. For more information, see Look Up an Item by Alias Number.

Enter the quantity to order and unit price for the item. You can back order an item if the quantity ordered exceeds the quantity available and the appropriate security is set up.

Note To view customer purchase history and/or use the customer’s last purchase price, click the Customer Last Purchase History button. For more information, see Use the Last Purchase Price on an Order.

Enter text in the Comment field if you want a comment associated with this line item. To enter an extended description for an inventory item in Item Text Maintenance, click the Extended Item Description button.

Note Extended descriptions cannot be entered for miscellaneous and special items.

Enter the appropriate information in the secondary grid.
If the item is being drop shipped, select the Drop Ship check box.
At the Vendor Number field, enter a vendor number if a purchase order is to be generated for inventory, miscellaneous, and special items. for inventory items, the Vendor Number field will default from the Primary Vendor field in Inventory Maintenance.

Note The purchase order will not be generated if the Vendor Number field is blank.

Click the Totals tab. Enter any discounts, shipping and freight, payment information, and commission rate if applicable.
Click Generate PO. For more information, see Automatically Generate Purchase Orders.
Click Accept.

Note A warning message appears if a discount amount is entered and no line items are selected as discountable on the Lines tab.

The purchase order is created from the sales order.