Default Settings for Auto Generate from Sales Orders - Fields Home | FAQs & Troubleshooting

 

Default Settings for Auto Generate from Sales Orders

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Sales Order Types to Generate From

Select one or more sales order types to include when generating the purchase orders, or select the All Types check box to include all sales order types.

 

Sales Order Statuses to Generate From

Select one or more sales order statuses to include when generating the purchase orders, or select the All Statuses check box to include all sales order statuses.

 

Procurement Types to Generate

Select one or more procurement types to include when generating the purchase orders, or select the All Types check box to include all procurement types. These fields are available only if the Purchase Order and Sales Order modules are integrated with Inventory Management.

 

Product Types to Generate

Select one or more product types to include when generating the purchase orders, or select the All Types check box to include all product types. These fields are available only if the Purchase Order and Sales Order modules are integrated with Inventory Management.

 

Item Types to Generate

Select one or more item types to include when generating the purchase orders, or select the All Types check box to include all item types. The Inventory check box is available only if the Purchase Order and Sales Order modules are integrated with Inventory Management.

 

Include Drop Ship Lines

Select an option to determine whether to include drop-ship lines when generating the purchase orders.

• Select Yes to include drop-ship lines.

• Select No to exclude drop-ship lines.

• Select Only to generate the purchase orders for drop-ship lines only.

 

Base Order Quantity On

Select the quantity type to base the order on. For drop-ship orders and noninventory items, the order quantity amount is based on the quantity entered on the sales order.

• Select Sales Order Quantity to set the ordered quantity on the purchase order to equal the quantity entered on the sales order.

• Select Only Quantity Required to order only the quantity you actually require, based on the quantity on hand and outstanding orders. This option sets the ordered quantity equal to the result of the following equation: the ordered quantity on the sales order minus the quantity on hand and the quantity on purchase order. If Work Tickets is selected in the Include in Quantity Available field in Inventory Management Options, the quantity on work ticket minus the quantity required for work tickets is also included in the equation. This option is available only if the Purchase Order module is integrated with Inventory Management and an option other than Only is selected in the Include Drop Ship Lines field.

• Select Reorder Qty / Reorder Qty by Whse / Reorder Qty for Default Whse to use the item's reorder method from the Item Warehouse file. If Reorder Qty for Default Whse is selected, the default warehouse will automatically be assigned to the line item during generation regardless of the warehouse assigned on the sales order. This option is available only if the Purchase Order module is integrated with Inventory Management and an option other than Only is selected at the Include Drop Ship Lines field. For more information, see Reorder Maintenance and Inventory Reorder Report.

  Note In Inventory Management Options, if the Require Multiple Warehouses check box is cleared, Reorder Qty appears, if the Require Multiple Warehouses and Reorder by Warehouse check boxes are selected, Reorder Qty by Whse appears, and if the Require Multiple Warehouses check box is selected and the Reorder by Warehouse check box is cleared, the Reorder Qty for Default Whse appears.</p>

 Example for the Only Quantity Required option

 

Quantity on Hand = 0 (Sales Order #1 = 55, Sales Order #2 = 66, and Purchase Order #1 = 25)

Generate Only Sales Order #1	Generate Only Sales Order #2	Generate Both Sales Order #1 and 2
55 - 25 = 30	66 - 25 = 41	66 + 55 - 25 = 96

 

Update Unit Cost With

Select one of the following options to indicate which unit cost to use.

• Select Last Unit Cost to update the purchase order unit cost with the last cost in Item Maintenance. This option is available only if the Purchase Order and Sales Order modules are integrated with Inventory Management, or if the Inventory check box in the Item Types to Generate field is selected.

• Select Standard Unit Cost to update the purchase order unit cost with the standard unit cost from Item Maintenance. This option is available only when an option other than Special is selected in the Item Types to Generate field.

• Select Average Unit Cost to update the purchase order unit cost with the average cost from the item's warehouse in Item Maintenance. If the average unit cost from the item's warehouse is set to zero, the average unit cost of the item is used. This option is available only if the Purchase Order module is integrated with Inventory Management or if the Inventory check box in the Item Types to Generate field is selected.

• Select SO Unit Cost to update the purchase order unit cost with the sales order unit cost. The sales order unit cost is based on the total amount paid for the item.

• Select SO Unit Price to update the purchase order unit cost with the sales order unit price.

• Select Costing Hierarchy to update the purchase order unit cost using the costing hierarchy. For more information, see Defining the Hierarchy of Costs. This option is available only if the Purchase Order and Sales Order modules are integrated with Inventory Management, or if the Inventory check box in the Item Types to Generate field is selected.

Note When generating purchase orders for special items, the sales order unit cost will be used unless the sales order unit price is selected. When generating purchase orders for miscellaneous items, the standard unit cost will be used when Average Unit Cost, Costing Hierarchy, or Last Unit Cost is selected at this field.

 

Summarize Multiple Items by Line

Select this check box to summarize items that appear multiple times for a vendor and where the Drop Ship check box is cleared for the sales order line item; one detail line is generated to order the total quantity for an item included on multiple sales orders in the entered range. Clear this check box to generate a separate detail line for each item when the same item is ordered on multiple sales orders.

This field is available only under the following conditions:

• Item Code is selected in the Sort Purchase Order Lines By field in Purchase Order Options.

• An option other than Only is selected in the Include Drop Ship Lines field.

 

Include Expired Sales Orders

Select this check box to include expired sales orders. Clear this check box to exclude expired sales orders.This field is available only if an option other than Standard or Back Orders is selected in the Sales Order Types to Generate From field.

Note If the expiration date on the sales order is prior to the system date, the sales order is expired.

 

Summarize Drop Ship Lines by Vendor

Select this check box to include items that appear multiple times on the same sales order with the same vendor in one drop-ship purchase order. Clear this check box to create a purchase order for each item. This field is available only if an option other than No is selected in the Include Drop Ship Lines field.

 Example (when this check box is selected)

 

Sales Order #1 for Customer 01-ABF	Purchase Order #1 for 01-AIRWAY	Purchase Order #2 for 01-CONT
Item A (sold by 01-AIRWAY)	Item A	Item C
Item B (sold by 01-AIRWAY)	Item B
Item C (sold by 01-CONT)

 

Use Back Ordered Quantity

Select this check box to use the sales order back-ordered quantity as the ordered quantity on the purchase order. Clear this check box if you do not want to use the back-ordered quantity. This field is available only if Sales Order Quantity is selected in the Base Order Quantity On field and it applies only when the back-ordered quantity is greater than zero.

 

Update Unit Cost with SO Unit Cost for Drop Ship Lines

Select this check box to update the purchase order unit cost with the sales order unit cost for drop-ship orders only. Selecting this check box will override the selection made in the Update Unit Cost field for drop-ship lines only. Clear this check box if you do not want to update the purchase order unit cost with the sales order unit cost for drop-ship orders. This field is available only if an option other than No is selected in the Include Drop Ship Lines field.

Note When the Summarize Drop Ship Lines by Vendor check box is selected, the unit cost on the item line must match in order to summarize it.

 

Add Sales Order Customer Detail as a Comment Line

Select this check box to add the sales order customer detail information as a comment line on the purchase order. Clear this check box if you do not want to add the sales order customer detail information as a comment line. This field is available only if the Combine Sales Orders by Vendor check box is selected in Purchase Order Options and the Summarize Multiple Items by Line check box is selected.

 

Only Select Jobs with Status of Open

Select this check box to include only sales orders for job numbers that have a status of Open. If this check box is selected and the job status is not Open, the sales order is skipped. Clear this check box to include all sales orders regardless of the job status. This field is available only if the Job Cost module is integrated with Sales Order and Purchase Order.

 

Include SO Comment Lines

Select whether to include comments originating from the sales order on the purchase order.

• Select Following Item Only to include any comment lines following the item on the sales order.

• Select Preceding Item Only to include any comment lines prior to the item on the sales order.

• Select None to exclude all sales order comment lines.

Note When summarizing lines and/or combining sales orders by vendor, each comment line for the item is included. For example, if there are three items that can be summarized and each has a corresponding comment line, three comment lines will appear on the purchase order following the item.

 

Include Sales Order Item Line Comments

Select this check box to include the sales order item line comments. Clear this check box to exclude the sales order item line comments. This field is not available if the Summarizing Multiple Items by Line or Summarizing Drop Ship Lines by Vendor check box is selected.

 

Format PO Header Comment With

Select the format of the purchase order header comment to use when generating the purchase order.

• Select Customer PO No. to include the customer purchase order number from the sales order.

• Select Customer PO No. + Customer Name to include the customer purchase order number, a semicolon, and the customer name from the sales order, which will be truncated.

• Select Customer PO No. + Ship To Code to include the customer number, a semicolon, and the ship-to code from the sales order.

• Select Customer PO No. + Ship To Code + Customer Name to include the customer purchase order number, a semicolon, the ship-to code, a semicolon, and the customer name from the sales order, which will be truncated.

• Select Sales Order Header Comment to include the sales order comment from the Header tab on the purchase order Comment field on the Header tab.

• Select None if you do not want to format the purchase order Comment field on the Header tab.