Generating purchase orders from sales orders, service orders, production orders, and internal use requests

Introduction 

This document provides the following information: 

• items with Buy attribute from the corresponding sales order, service order, or internal use request  and generate purchase orders for the items. For more information, see Creating and maintaining items - Purchase/Sales tab.
• items with Make attribute from the corresponding production order  and generate purchase orders for the items. For more information, see Creating and maintaining items – Manufacturing tab. .

Note: This screen is available only if you have E-Back to Back Order included in your license.

Menu paths 

Fields

Header section

You can filter the items in the corresponding order or request with Buy or Make attribute that you want to display by defining one or more of the following criteria. The overview will be generated based on the defined criteria.

Note: It is possible that not all columns in this example are displayed. You can add or remove columns as required by clicking Columns. 

Sort

You can select how you want the item(s) in the order or request to be sorted. Select Supplier to sort by supplier (items that are purchased from the same supplier will be grouped together), or select Item to sort by items (the same items will be grouped together). By default, Supplier is selected.  

Warehouse

You can select the warehouse to display the item(s) in the order or request that belong to the selected warehouse. Select one of the following: 

• All warehouses – Select this to display items from all the warehouses.
• Main warehouse – Select this to display items from main warehouses. By default, this is selected.
• Selected: Warehouse – Select this to display items that are from the Warehouse defined in the order lines.  

Show

You can choose to display the item(s) in the order or request to be purchased based on any of the following: 

• All – Select this to display items in the order or request. By default, this is selected.
• Requirements<>Allocation – Select this to display items whereby the required quantity is not equal to the allocated quantity (Requirements column is not equal to the Allocated column in the overview).
• Advice>0 – Select this to display items in the order or request  whereby the quantity to be produced is greater than zero (Advice column in the overview is not “0”).  

Include: Stock controlled

Select this check box to display stock controlled items (items with the Stock controlled check box at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Inventory tab is selected) in the order or request.

Drop ship

Select this check box to display items associated with the drop ship warehouse. All drop ship order lines displayed will be grouped by the main supplier, purchase price (the lowest price first), and followed by the lead time (shortest lead time first).

Note: The drop ship functionality will be available only if the Drop ship check box in Order settings at Systems ➔ General ➔ Settings is enabled. 

Advice: Quantity on order

Select this check box to display the required quantity based on the following formula:

Required quantity = Ordered quantity - Allocated quantity.

Note: This is only applicable to back-to-back purchase orders created from sales orders.  

Lines section

Supplier

This column displays the main supplier of the item(s) in the order or request. The supplier code displayed is based on the Supplier defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Items by supplier screen when the Add button is clicked. This information cannot be edited. 

Name

This column displays the name of the main supplier of the item. The supplier’s name displayed is based on the Name defined for the supplier at the debtor maintenance (go to Finance ➔ Accounts payable ➔ Maintain, select the relevant debtor, and then click Open). This information cannot be edited. 

Item

This column displays the item(s) in the order or request. This information cannot be edited.

Description

This column displays the description of the item. The description displayed is based on the Description defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open). This information cannot be edited. 

Main sup.

This column displays a green check mark if the supplier of the item is the main supplier. This information cannot be edited. 

Requires approved supplier

This column displays a green check mark if the item requires an approved supplier. The green check mark will be displayed if the Requires approved supplier check box is selected at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab in the Attributes: Purchase section. This information cannot be edited.

Approved supplier

This column displays a green check mark if the supplier of the item has been approved. The green check mark will be displayed if the Approved supplier check box at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab in the Items by supplier screen (when the Add or Edit button in the Suppliers section is clicked) is selected. This information cannot be edited. 

Warehouse

This column displays the main warehouse of the item. The warehouse displayed is based on the warehouse defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Inventory tab. This information cannot be edited. 

Selected

Double-click this column if you want to purchase the item. A green check mark is displayed if the item is selected. To remove the selection, double-click this column again. 

Requirements

This column displays the number of item(s) ordered. The required quantity displayed is based on the quantity of the item(s) defined in the corresponding order or request. This information cannot be edited.

Allocated

This column displays the quantity allocated for the item. This information cannot be edited.

Free stock

This column displays the number of free stock available for the item in the warehouse. This information cannot be edited.  

Shortage

This column displays the number of item(s) that is short of stock in the warehouse. This information cannot be edited. 

Unit

This column displays the unit of the item defined in the order or request. This information cannot be edited. 

Factor

This column displays the number of purchase units of the item for each unit. The factor displayed is based on the Purchase unit defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Item by supplier screen when the Add or Edit button is clicked. This information cannot be edited. 

PO size

This column displays the size of the purchase order of the item for each unit. The PO size displayed is based on the PO size defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Item by supplier screen when the Add or Edit button is clicked. This information cannot be edited. 

Advice

Type the number of item(s) to be purchased. By default, the quantity displayed depends on the number of item(s) required and the shortage of the item, whichever is lower. For example, if Requirements is “5” and Shortage is “4”, the Advice column for the item will display “4”. 

Unit

This column displays the unit of the item defined in the order or request. This information cannot be edited.

Days

This column displays the number of days required for the supplier to deliver the item(s). The days displayed is based on the Time of delivery defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Item by supplier screen when the Add or Edit button is clicked. This information cannot be edited. 

Price

This column displays the purchase price of the item. The price displayed is based on the Price defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Item by supplier screen when the Add or Edit button is clicked. This information cannot be edited.

Currency code

This column displays the currency code of the item. The currency code displayed is based on the Currency defined for the item at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Purchase/Sales tab (in the Suppliers section) in the Item by supplier screen when the Add or Edit button is clicked. This information cannot be edited.

Lot-for-lot

This column displays a green check mark if the item is a lot-for-lot item. This information cannot be edited.

Note: The item is a lot-of-lot item if the Stock controlled check box at the item maintenance (go to Order ➔ Items ➔ Maintain or Service ➔ Items ➔ Maintain, select the relevant item, and then click Open), under the Inventory tab in the Attributes section is not selected.

Supplier: Stock

This column displays the budgeted quantity of the item that will be delivered by the suppliers. By default, the quantity displayed is based on the imported file given by the supplier for the item at Inventory ➔ Items ➔ Items from Techniche Unie. This information cannot be edited.

Note: The budgeted quantity of the item will be displayed only if you have E-Technische Unie included in your license.

Buttons

Excel

Click this to export the overview to MS Excel.

Purchase

Click this to generate the purchase order for the selected item(s). For more information, see Creating and maintaining purchase orders.  

Note: A purchase order will be generated for the item(s) only if the Selected column contains a green check mark and the Advice column is not “0”. Once clicked, the error message, "No stock allocation between back to back order lines with different warehouse" will be displayed if the corresponding stock allocation is between different warehouses. Click OK on the warning screen to proceed with generating the orders without performing the stock allocation or Cancel to stop generating the orders.  

When you generate purchase orders for drop ship items, the advice order amount cannot be more than the unallocated ordered quantity. If it is more, a message "Must be less than or equal to: Requirements-Allocated" will be displayed. Before generating purchase orders and if the total advice quantity is less than the total ordered quantity, a message "Total advice quantity is less than the total ordered quantity. Would you like to continue?" will be displayed. You can also copy remarks defined under the Instruction column at the Sales order screen when you generate a purchase order for sales orders. 

Note: The drop ship functionality will be availabe only if the Drop ship check box in Order settings at Systems ➔ General ➔ Settings is enabled.

Cancel

Click this to exit.

Related documents

• Creating and maintaining internal sse requests
• Creating and maintaining items - Purchase/Sales tab
• Creating and maintaining production orders
• Creating and maintaining purchase orders
• Sales order conditions
• Service order conditions