Overview

Use this article to create a Purchase Order (PO) directly from one or more Sales Orders (SO). Creating a PO from a SO links the vendor order to your customer demand and pre-populates product, quantity, and vendor details. If your vendor ships goods directly to your customer, you can designate the PO as a Drop Ship during the creation process, otherwise you can create a Standard PO.

In this article:

• Aggregate Lines by Product
• Create a Standard Purchase Order from a Sales Order (no Aggregation by Product)
• Create a Standard Purchase Order from a Sales Order (with the Aggregation option)
• Create a Drop Ship Purchase Order

Aggregate Lines by Product

If your Sales Order has more than one SO Line with the same Product, GL Variables, Project, Project Task, and Comments then you may want to combine those into a single Purchase Order Line when creating the PO.  The Aggregate by Product checkbox aggregates the SO Lines that it can, and displays them on the intermediate screen for the user to review.  Note that the Aggregate by Product checkbox is only available from the Create Purchase Orders button action on the SO List view.

How the aggregation works:

• In the example below there are three SO lines with the same product, but one of them has a GL Variable populated and other two do not.  

• When the Aggregate by Product checkbox is checked, SO Lines 1 and 2 are combined into a single PO Line because the product and GLAV values (blank) are the same. However, SO Line 3 is not combined since the GLAV value is different from the other two and is therefore listed separately:

The steps to aggregate by lines are listed in this section below.

Create a Standard Purchase Order from a Sales Order (no Aggregation by Product)

• Prerequisite: Ensure the Create Purchase Order button is on your Sales Order (SO) page layout. If it is not, ask your Salesforce Admin to add it.
• Best practice: Populate the associated Default Vendor where possible on the Product record.

1. Navigate to Accounting Home > Create Entries > Orders > Sales Orders.
2. Find and click the SO record.
3. On the Sales Order record, click the Create Purchase Order button.
4. On the intermediate screen, for each product, select a Vendor. If you have the Default Vendor populated on the product, this automatically populates on this screen.
5. Click View Draft Purchase Orders. The Draft Purchase Orders section displays below.
   1. If multi-currency, select the Currency.
   2. The PO Type picklist shows Standard and Drop Ship. Keep the value as Standard. If you want to create a Drop Ship PO, see Process a Drop Ship Purchase Order for the full steps.
   3. Review the Lines displayed, especially the Quantity and Amount. Note: You can enter a quantity less than the amount needed.
6. Click Create Purchase Orders.

Your PO is created with the information from the intermediate screen and linked to the Sales Order at the SO Line level.

Create a Standard Purchase Order from a Sales Order (with the Aggregation option)

• Prerequisite: Ensure the Create Purchase Orders button is on your Sales Order list view. If it is not, ask your Salesforce Admin to add it.
• Best practice: Populate the associated Default Vendor where possible on the Product record.

1. Navigate to Accounting Home > Create Entries > Orders > Sales Orders.
2. Select a list view other than Recently Viewed and then select one or more Sales Orders for which you want to create Purchase Orders.
3. Click Create Purchase Orders.
4. On this intermediate screen, the Aggregate by Product? checkbox is selected by default and will aggregate lines. You can deselect it if you do not need aggregation. See the Aggregate Lines by Product section for more information.
5. For each product, select a Vendor. If you have the Default Vendor populated on the product, this automatically populates on this screen.
6. Click View Draft Purchase Orders. The Draft Purchase Orders section displays below.
   1. If multi-currency, select the Currency.
   2. The PO Type picklist shows Standard and Drop Ship. Keep the value as Standard. If you want to create a Drop Ship PO, see Process a Drop Ship Purchase Order for the full steps.
   3. Review the Lines displayed, especially the Quantity and Amount. Note: You can enter a quantity less than the amount needed.
7. Click Create Purchase Orders.

Your PO is created with the information from the intermediate screen and linked to the Sales Order at the SO Line level.

Create a Drop Ship Purchase Order

A Drop Ship Purchase Order fulfills a Sales Order by shipping goods directly from your vendor to your customer, bypassing your warehouse. When you receive a Drop Ship PO in full, Accounting Seed automatically allocates inventory to the originating Sales Order and creates a Shipment record. No manual Pack and Ship steps are required.

Quick steps are listed below. For the complete steps and processing of a Drop Ship PO, see Process a Drop Ship Purchase Order.

1. Follow steps 1–6 from the above section to reach the Draft Purchase Orders screen.
2. In the PO Type picklist, select Drop Shipment.
3. Review the remaining PO details and click Create Purchase Orders.

Important: Drop Ship POs must be received in full and in a single receipt. Partial receipts do not trigger automatic inventory allocation or Shipment creation.

Related Articles

• Process a Drop Ship Purchase Order (Average Cost)
• Receive a Purchase Order
• Create a Payable from a PO

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