In addition to being able to create an individual Purchase Order from a single Sales Order, Accounting Seed also allows you to create Purchase Orders from more than one Sales Order. This allows the user to create Purchase Orders in batch and potentially avoid sending a vendor multiple Purchase Orders from the same day’s sales activity.

Accounting Seed’s best practices and workflow recommends that you follow the outlined process below in creating multiple Purchase Orders from multiple Sales Orders.

  1. Navigate to Accounting Home and under Orders and Inventory, click Sales Orders.

  2. On the Sales Orders list view page, select the Sales Orders that you want to create Purchase Orders from.

    Sales_Order_to_PO_1.png

  3. Click the Create Purchase Orders button.  

  4. 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.

  5. 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 aggregation will not happen 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.

    Sales_Order_to_PO_2.png

  6. Click the View Draft Purchase Orders button.

  7. Enter the quantities needed for each product. The Unit Price set on the product will default on this screen.

    Sales_Order_to_PO_3.png

  8. Click the Create Purchase Orders button.

    Note: The general ledger accounting variables set on the product record will automatically populate on the purchase order line for each product unless these variables are specifically overridden on the sales order line.
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4 Comments

  • 0
    Avatar
    Paul Roth

    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?

  • 0
    Avatar
    Caroline Beatson

    Hi Paul,

    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

     

  • 0
    Avatar
    Rebecca Ralls

    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?

  • 0
    Avatar
    Tony

    Rebecca,

    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.

    Thanks,

    Tony

     

     

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