Create Purchase Order from Sales Order

Overview

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 you to create Purchase Orders in a batch and potentially avoid sending a vendor multiple Purchase Orders from the same day’s sales activity.

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.

1. Navigate to Accounting Home and click the Create Entries tab. Then, under the Orders menu, click Sales Orders.
2. Select a list view (other than the Recently Viewed list view).
3. On the Sales Orders list view page, select the Sales Orders for which you want to create Purchase Orders.
   
   
   
   
4. Click Create Purchase Orders. 
   
5. 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.
   
6. 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.
   
   
7. Click View Draft Purchase Orders. The Draft Purchase Order intermediate screen displays. 
   
1. For each Product, the default Unit Price set on the Purchase Prices record for this vendor will default on this screen. However, you can override the Unit Price on this secondary screen.  If there is not a Purchase Price record, then the Unit Price field will not auto-populate, and a unit price will need to be manually entered.
   
2. The Quantity field will auto-populate from the Sales Order(s); you can override this quantity, if necessary.
   
   Note: If you change the Quantity, it can be less than the Quantity Needed. The Quantity can be less than the Quantity Needed when you are creating an individual Purchase Order from a Sales Order or when using the list view to select more than one Sales Order to create a Purchase Order.
   

8. 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.

Return to top

____________________

Winter ’24 Release

Release Notes and Schedule

• The Quantity can be less than the Quantity Needed.