How To: Create a Purchase Order from a Sales Order for items that are in stock

Table Of Contents

Create the Sales Order
Create the Purchase Order
Viewing the Linked Purchase Order
What Happens Next?
Additional Information
Related Articles
You can create a Purchase Order directly from a Sales Order, even when there is sufficient stock available to fulfil the order.
This can be useful when:
  • The customer does not require the goods immediately.
  • You want to reserve available stock for other customers.
  • The customer wants all items delivered together.
  • The supplier will be delivering the goods directly to the customer.
When the Purchase Order is booked in, the stock is allocated to the Sales Order and can then be processed in the normal way.

Create the Sales Order

  1. Create the Sales Order as normal. For guidance, see How To: Create a New Sales Order.
  2. Green-select all lines that you want to order from a supplier.
  3. Right-click within the order line grid and select:
    Stock Assignment → Postpone Assignment [On]
  4. When the information message appears, click Yes.
  5. Press Ctrl + S or click the Save button.
  6. Enter an audit reason when prompted.
Note: Postponing stock assignment prevents existing stock from being allocated to the Sales Order, allowing a Purchase Order to be raised instead.

Create the Purchase Order

  1. Green-select the item lines you want to purchase from the same supplier.
  2. Click the Create Purchase Order button.
  3. Select the supplier from the Supplier Lookup window.
  4. When the confirmation message appears:
    • Click Yes if the supplier will deliver the goods directly to the customer.
    • Click No if the goods should be delivered to your premises first.
  5. The Purchase Order will be created and displayed.
  6. Repeat these steps for any remaining suppliers.

Viewing the Linked Purchase Order

You can open the Purchase Order directly from the Sales Order.
  1. Highlight the relevant Sales Order line.
  2. Right-click and select:
    Goto → Goto Purchase Order (BO)...
The linked Purchase Order will open automatically.

What Happens Next?

When the Sales Order is saved after postponing stock assignment, it is moved into Awaiting Stock.
Once the Purchase Order is received and booked in:
  • Stock is allocated to the Sales Order.
  • The Sales Order moves into Released.
  • The order can then be processed as normal.
If the Sales Order is still waiting for stock from another Purchase Order, it may remain in Awaiting Stock, depending on your invoice rules and stock requirements.

Additional Information

  • Purchase Orders can be raised even when stock is available.
  • Direct delivery to the customer can be selected during Purchase Order creation.
  • Multiple Purchase Orders can be created from a single Sales Order when items are supplied by different suppliers.
  • Stock allocation occurs automatically when the related Purchase Order is booked in.

See Also


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