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Converting a Sales Order to a Purchase Order
There comes a time when the items on a sales order will need to be ordered from a vendor for the customer. Some of these items are not normal restock items or the reorder process may have ordered 5, but you need a sixth for a customer. To create a PO from an existing SO, you can do one of two things. One way is to go to the PO module and click on Create PO. From here, you must find the vendor you need to order the item from (this could be hard to tell without the Sales Order, which is why the second way is easier). Once the vendor is found, clicking on the Detail tab will allow you to click on Import SO and you can select the sales order to import into a new purchase order.
A benefit to using this method is that it allows you to import multiple sales orders into one PO. Select the sales order(s) to import and click OK.
From the selected sales order(s), you can select the items to import into the purchase order.
Once all items are entered into the purchase order, click Save PO.
The other way to do this is to locate the sales order you wish to create a PO (or multiple POs) for. Once the correct sales order has been pulled up, click on the Options 2 tab (bottom left) and click Create POs.
Once Create POs has been clicked, the Select PO Creation screen pops up. You must select each line item and identify if the item is an order item and/or if it is a drop ship item (Drop Ship only becomes available if a mailing address is available for the customer on the Main tab). You can also see what vendor will be used to order the given item and other information. Keep in mind that you MUST have a vendor selected for each item, or a PO will not be created for that selected item, resulting in an error. You can choose to change the vendor on this screen and change the order quantity if you need to. The selling quantity is the amount the customer wants, and the order quantity is the total amount you wish to have shipped to your store. To select each line item, you must use the Next and Back buttons.
By clicking Proceed, you are creating the PO(s) for the item(s). For example, if you have three different items with three different vendors, three different PO's will be created for that specific sales order. When PO creation is complete, you can print the orders and/or display them on the screen. The report it is prompting you for is a PO Listing report, which lists the purchase orders created that are associated to that specific sales order. After you have done the appropriate task, you can click Cancel to finish creating the PO(s). To view the PO created, go to the PO module and click on Modify PO. Find the correct PO and apply any edits or just view the order.
This process allows for ease of creating similar orders throughout each step. You want to ensure that the customer gets what they want. Doing a quote will allow the customer to confirm if it is exactly what they want. If it is, instead of creating a new sales order from scratch and potentially messing up the order specifications, you can convert the quote straight to a sales order. To ensure the vendor gets the exact specification on the order item, you can convert the sales order to a purchase order. After the PO process, you receive the PO as normal and once the item is received, you can pull up the Sales Order for the customer and allow for pickup/payment as necessary.
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