1) Work Order to PO
Create the Purchase Order
For each product on the Purchase Order:
Click EXP/CON button to access the following additional product detail fields on the P.O.:
Window to enter product detail notes that can be flagged to print on the P.O. as outlined in Detailed Product Notes.
The values in the Type and Category fields default from the previous product detail line on this P.O.
This information can be changed for this product as follows:
Leave this field blank if the product is to be received into stock.
A reference number or word can be entered. This is information only.
On receiving, the product quantity will be added into stock.
Select Type W - Work Order if this product is being purchased specifically for use on a Work Order.
Enter the corresponding Work Order number, or look it up in the window provided.
When the product quantity is received, it can be added into stock or added directly on the W.O. depending on the setup of this feature, as outlined below.
Warehouse Receiving to Add directly to Work Order Processing:
In the Company Inventory Parameters the Add Parts to Work Order in Warehouse flag can be set to cause any sales parts that have a Type W and have been assigned a W.O.# on the P.O. detail, to be added directly to that W.O. when they are received.
The received quantity is considered issued on the W.O. immediately at the time it is received in the warehouse through Warehouse Receiving.
If the option to Prevent Invoicing of W.O. with Parts on Back Order is also activated in Company Estimate and W.O. Parameters, the W.O. cannot be closed and billed until the parts are received or the reference to the W.O. is removed on the P.O.
If the Add Parts to Work Order in Warehouse processing is not activated in the Company Inventory Parameters, the category 'W' and a W.O.# on any P.O. details becomes information only
2) Link Sales Order to PO
This feature provides the ability to list the sales products ordered by a customer on Sales Orders and, at the same time, generate a Purchase Order to order those sales products from your supplier.
The products can even be Drop Shipped directly from the supplier to the customer's site, skipping inventory handling in your receiving/shipping departments.
The process flow:
Create the customer's order listing the parts and quantities in Sales Orders.
When adding the product details to the Sales Orders, the notes associated with each product can be flagged whether or not they should be printed, and if so on which documents.
e.g. Sales Order and Sales Invoice, and/or Purchase Order
The action to create a Purchase Order from a Sales Order is initiated in the order totals screen with the options to Generate a P.O. or to Drop Ship the items on the P.O. directly to the customer.
The new P.O. is tracked in the Purchase Order Modification Journal.
Note: Only Sales Products from an order can be put on the P.O., and the Sales Part will not be added to the P.O. if the product has been flagged to Stop P.O. in the Inventory Re-Order Information (Sales Products) window.
Once a Purchase Order is linked to the Sales Order, the P.O. number is displayed in the Order header screen, and the Order number is displayed in the P.O. header and expanded product details.
The Sales Order Search window also shows the P.O. number with the ability to drill down on the P.O. details, from the details of the order header.
Note: Unless this is a Drop-ship P.O., this is information only and does not prevent the order from being billed before receiving is completed, nor does the receiving automatically fill the order.
The Sales Order updates the P.O.
Any changes made to products on the Sales Orders will also be reflected on the Purchase Order details, as adjusting product records, and will update the Purchase Order Modification Journal accordingly.
Additional changes made to the P.O. details are NOT reflected on the customer's Sales Order, as they may not be related to that customer's order.
If a Sales Order is deleted, the P.O. will be updated reversing the product detail records on the corresponding P.O.
Any P.O. created from a Drop Ship order cannot be modified in Purchase Order.
The Drop Ship option will cause the customer's address from the Sales Order to replace the Ship To address on the Purchase Order, to enable the products to be delivered directly from the vendor to your customer.
The P.O. will "inherit" the Ship Via method defined on the order, rather than the default from Vendor Information.
Products added or changed on the source Order will update the Dropship P.O. and will be tracked in the Purchase Order Modification Journal accordingly.
Because products on Drop Ship Purchase Orders are shipped directly to the customer, when the supplier's invoice is received and the P.O.# is entered in A/P Invoices by P.O. the operator is prompted to complete the Warehouse Receiving of the sales parts on the suppliers invoice, before returning to complete the A/P invoice entry.
The Sales Order is filled automatically according to the sales parts received creating a Sales Order Invoice for the customer.
Only product detail notes flagged to print on all documents or on the Sales Order, will print on the resulting Sales Order Invoice.
Note: Changes to back order Sales parts details on the resulting Sales Order Invoice also update the Sales Order and the Drop Ship Purchase Order details.