Create Purchase Order(s) from Sales Order(s)
Accounting Seed’s best practices and workflow recommends that you follow the outlined process below in creating multiple Purchase Orders from multiple Sales Orders.
- Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Sales Orders.
- Select a list view (other than the Recently Viewed list view).
- On the Sales Orders list view page, select the Sales Orders that you want to create Purchase Orders from.
- Click Create Purchase Orders.
- For each Product on each Sales Order, select the Vendor that you wish to create a Purchase Order. The default vendor set on the product will default in this screen.
- If you have multiple Sales Order Lines with the same product and vendor, and you want to aggregate them for purchasing, select the Aggregate by Product checkbox.
Note: The Aggregate by Product checkbox only displays if you clicked the Create Purchase Orders button from the list view. If you selected a single Sales Order and clicked the Create Purchase Order button from the detail page, this checkbox will not display.
Note: Click here to view the above image in full screen.
Note: the aggregation will not occur if there are different GL Variables, Project, Project Task, or Comments on any of the Sales Order lines. All of this information will be transferred to the resulting Purchase Order Line record.
- Click View Draft Purchase Orders. A secondary Draft Purchase Order screen displays:
- For each Product, the default Unit Cost set on the Product record will default into the Unit Price field on this screen. However, a user can override the Unit Price, on this secondary screen. This would be the case if the price paid to a vendor differed from the standard unit cost. The difference between these costs would be recorded as an Inventory Variance Expense when recording the resulting Payable from this Purchase Order.
- The Quantity field will auto-populate from the Sales Order(s); a user may override this quantity if needed.
- Click Create Purchase Orders.
Note: The GL Variables set on the Product record will automatically populate on the Purchase Order Line for each Product unless these GL Variables are specifically overridden on the Sales Order Line.
Our Sales Manager will often need to pass information to our Fulfillment Agent for individual Opportunity Products:
1) One-off Preferred Vendor
2) Vendor Registration information for special pricing
3) Other details about how and when to order that particular item.
Because this Sales Order to Purchase Order layout only shows Product record information, there doesn't seem to be a way to pass that info. What would Accounting Seed recommend in this scenario?
This can be handled best by having the Line Description field visible on the Opportunity Product page layout. This will allow the Sales person to add the comments into this field as they enter the opportunity. Creating a Sales Order from an opportunity will copy anything in this Line Description field to the Sales Order Comment field.
Hope this helps
One of my clients uses a general purpose Misc item as a stand-in for multiple one-time purchase items - but they're running into issues if they have more than one of these misc items on the sales order because the sales order automatically groups them into a single line item in the purchase order interface.
Is there any way to turn off the auto-grouping feature?
The aggregation should be lines with the same product, project, project task and GLAVs.
A workaround would be to use slightly different names for the generic products, or use a different combination of project, project tasks and GLAVs.
Right now there is not a way to shut off the aggregation.
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