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, 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 a Sales Order has more than one SO Line with the same Product, GL Variables, Project, Project Task, and Comments, you can combine those into a single Purchase Order Line when creating the PO. The Aggregate by Product checkbox aggregates the SO Lines that qualify and displays them on the intermediate screen for review.

Note: The Aggregate by Product checkbox is only available from the Create Purchase Orders button on the SO list view — not from an individual Sales Order record.

In the example below, there are three SO Lines with the same product, but one has a GL Variable populated while the others do not.

SO Line #	Quantity	Product	GL Variable
1	2	Product A
2	3	Product A
3	1	Product A	East

When Aggregate by Product is selected, SO Lines 1 and 2 combine into a single PO Line because the product and GL Variable values (blank) match. SO Line 3 is listed separately because its GL Variable differs from the other two.

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 page layout. If it is not, ask your Salesforce Admin to add it.

Best practice: Populate the Default Vendor on the Product record where possible.

1. Navigate to Accounting Home > Create Entries > Orders > Sales Orders.
2. Find and select the Sales Order.
3. Click Create Purchase Order.
4. On the intermediate screen, for each product, select a Vendor. If a Default Vendor is set on the Product record, it auto-populates.
5. Click View Draft Purchase Orders. The Draft Purchase Orders section displays below.
   1. Note: The Unit Price defaults from the standard unit cost on the Product record. You can override it. If the PO price differs from standard cost, the difference posts as an Inventory Variance Expense when the resulting Payable is posted. The Quantity auto-populates from the Sales Order and can be reduced below the Quantity Needed if necessary.
   2. Note: GL Variables set on the Product record auto-populate on the Purchase Order Line unless overridden on the Sales Order Line.

6. If multi-currency is enabled, select the Currency.
7. The PO Type picklist shows Standard and Drop Shipment. Keep the value as Standard. To create a Drop Ship PO instead, see Create a Drop Ship Purchase Order.
8. Review the Lines displayed, especially Quantity and Amount.
9. Click Create Purchase Orders.

The 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 Default Vendor on the Product record where possible.

1. Navigate to Accounting Home > Create Entries > Orders > Sales Orders.
2. Select a list view other than Recently Viewed, then select one or more Sales Orders.
3. Click Create Purchase Orders.

4. On the intermediate screen, the Aggregate by Product checkbox is selected by default. Deselect it if aggregation is not needed. See Aggregate Lines by Product for details.
5. For each product, select a Vendor. If a Default Vendor is set on the Product record, it auto-populates.
6. Click View Draft Purchase Orders. The Draft Purchase Orders section displays below.
7. If multi-currency is enabled, select the Currency.
8. The PO Type picklist shows Standard and Drop Shipment. Keep the value as Standard. To create a Drop Ship PO instead, see Create a Drop Ship Purchase Order.
9. Review the Lines displayed, especially Quantity and Amount.
   1. Note: The Unit Price defaults from the standard unit cost on the Product record. You can override it. If the PO price differs from standard cost, the difference posts as an Inventory Variance Expense when the resulting Payable is posted. The Quantity auto-populates from the Sales Orders and can be reduced below the Quantity Needed if necessary.
   2. Note: GL Variables set on the Product record auto-populate on the Purchase Order Line unless overridden on the Sales Order Line.
10. Click Create Purchase Orders.

The 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.

For the complete steps and processing of a Drop Ship PO, see Process a Drop Ship PO (Standard Cost).

1. Follow steps 1 through 6 from Create a Standard Purchase Order from a Sales Order above 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 in a single receipt. Partial receipts do not trigger automatic inventory allocation or Shipment creation.

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