How To: Create a Purchase Order to fulfil a Sales Order Back Order requirement
When a sales order is saved with items that are out of stock, a back order purchase order can be created for them from the sales order. If necessary the items can be delivered directly to the customer. You can also create a purchase order for items that are in stock, see How To: Create a Purchase Order from a Sales Order for items that are in stock.
- Create the sales order, see How To: Create a New Sales Order.
- Press Ctrl+S or click
to save the sales order. - Green-select the item(s) that require back ordering from the same supplier.
- Click on the
button.
Note: if the customer is over their credit limit or overdue, the system warns the user who can either go ahead with the back order or return to the sales order. - Select the supplier from the supplier lookup.
- In the Confirm popup:
- Click Yes if you wish the items to be delivered directly to the customer.
- Click No if you wish the items to be delivered to you.
- The purchase order will be displayed.
- Repeat from step 3 to create purchase orders for the out of stock items from different suppliers.
Notes:
- If you wish to create purchase orders for all the items that are out of stock on more than one sales order then this can be done using the
[ Back Order (Purchase Ordering) ]screen, see How To: Create a Purchase Order from the Back Order (Purchase Ordering) Screen. - When a stock item is placed on backorder, it is possible to automatically create a purchase order for the back ordered item(s). This is setup in
[ System Operations | Edit System Values | Sales | Backorders ]screen. - When the Sales Order is saved it will be placed into Awaiting Stock and when the Purchase Order is booked in the stock is assigned to the Sales Order which is them moved into Released. There is no visible clue that the item has already been sent. How you deal with this depends on your processes, for example:
- Invoice Priorities so your pickers can see the sales orders in the Sales Invoice Manager that have already been drop-shipped to your customers, see How To: Setup Invoice Priorities and How To: Apply an Invoice Priority to a Sales Order; or
- Extended Stock Descriptions, if there are several items on the order and not all of them are being drop-shipped then you could add an extended description to the lines that are being drop-shipped (i.e. "Sent directly from supplier"), see How To: Add Extended Stock Descriptions.
Note: the extended description must be visible in your Picking/Despatch Note so the pickers can see that the item has been already sent. - Use a combination of the above.