Sales Order Entry

If the option to Allow link to Purchase Orders is selected on the Sales Order User Preferences form, the SO-PO Link form displays if all or part of the line quantity goes on backorder when you enter an inventory sales order line.

Open the SO-PO Link form by clicking the PO Link button on the Sales Order Line Item tab.

Note: You can also link sales orders with a hold status to purchase orders. The SO-PO Link form does not display. You must click the PO Link button on the Sales Order Line tab to access linking options.

The item details are in read-only format from the sales order line.

Allocate to Purchase Order

The table on this tab shows details of all open purchase orders not yet fully received of the item. The Qty Ordered is the total PO line quantity, and the Unallocated Quantity is the quantity that is available to allocate (link) to the sales order line. The Expected Cost is the PO line price.

To link the sales order line to an existing purchase order, update the Linking Qty with the purchase order line. The sum of the linking quantities must be equal to or less than the total quantity on backorder for the sales order line.

The Released Qty displays any quantity that has already been released for an existing link. This indicates that all or part of the original backorder quantity is released because the linked purchase order was fully or partially received.

When link quantities have been updated, click the Save icon.

Note: Purchase orders only displays in this table if the purchase order line location is in the same warehouse as the sales order line location.

Append to Purchase Order

If you select this tab, you can view purchase orders based on:

My Orders Only

If you select this option and click the Apply button, the table populates with details of all open purchase orders that you entered. You can add a new line to one of these purchase orders, which will link to the sales order line. To add to an existing purchase order, double click the order in the table.

Greentree Desktop displays the original purchase order and adds a new line to the purchase order, for the item to create the link for. The quantity of the new line is equal to the sales order line backorder quantity, however you can edit the quantity to be more or less that the default quantity. Click the Save icon.

The Allocate to Purchase Order table on the SO-PO Link form updates to include the purchase order you have just added a line to. The Linking Qty value updates to be equal to either the total sales order backorder line quantity (if the purchase order line quantity greater than or equal to the backorder quantity), or the total purchase order line quantity (if the purchase line quantity is less than the backorder quantity). This overwrites any updates you made in the Allocate to Purchase Order table.

Preferred Supplier

If you select this option, and click the Apply button, the table populates with details of all open purchase orders of the preferred supplier assigned to the item displayed on the SO-PO Link Form. If the item has no preferred supplier assigned, no orders display.

To add a new line to one of these purchase orders, double click the order to open the Append Purchase Order Linking to a Sales Order form.

New Purchase Order

Click this button to create a purchase order. You can only do this if the Linking Qty displayed in the Allocate to Purchase Order table is zero or less than the sales order line backorder quantity. When you click this button, the Creating New Purchase Order Linking to a Sales Order form displays. Greentree Desktop adds a PO line for the item and quantity to link. At this stage you can change the PO line quantity to be more or less that the default. You can't add any other inventory lines to the order using this function.

If the Purchase Orders Module Control option Create SO linked order in purchasing UOM is selected and the selling and purchasing UOMs differ, new purchase order lines are created using the purchasing unit. The sales order line quantity to link (in the selling UOM) is converted to the purchasing UOM during the linking process.

Note: If the Hold Cost option is selected for the SO line when a new PO is created and the Purchase Orders Module Control option Use SO line held cost for linked PO price is selected, the PO line price defaults to the SO line unit cost.

If the Hold Cost option is not selected, the PO line price defaults based on the hierarchy. To use the Hold Cost feature, you must create the new PO link after editing the sales order line cost.

To save the order, click the Save icon. The new order updates to the Allocate to Purchase Order table, and the Linking Qty is equal to either the total sales order backorder line quantity (if the PO line quantity is greater than or equal to the backorder quantity), or the total PO line quantity (if the PO line quantity is less than the backorder quantity). Any previous updates you made in the Allocate to Purchase Order table before creating a new purchase order are overwritten with the details of the new order.

You can click the PO Link button on the Sales Order Line form to make changes or adjustments to linked quantities, as long as the sales order line has a backorder quantity.

Special Features

If the drop ship option is selected in the sales order header when a new purchase order is created, the SO delivery address details are transferred to the linked PO delivery details. This enables the supplier to deliver the purchased items to the customer instead of the items being received using your facility first, and subsequently shipped to the customer.
When a purchase order is linked to a sales order line, you can default the sales order line narration to the corresponding purchase order line narration. This only occurs if the sales order narration column (in the line entry table) is relocated to a position prior to the quantity column. This is because the entry of a quantity triggers the linking process, so the narration must have been entered before the quantity in order for it to be transferred to the appended/new purchase order.

Note: If a sales order line is linked to a purchase order, when you try to delete or cancel the line, or cancel the order, a message displays indicating that all PO links for the cancelled or deleted lines are removed.