Cloning Purchase orders from Sales orders

The Batch Purchase order functionality allows you to create purchase orders directly from Sales orders for a single or a batch of sales orders, there are 12 variations based on the settings when creating batch Purchase orders.

When receiving inventory on the cloned Purchase Order, you will have the option to 'Allocate inventory to parent order'; allowing you to automatically allocate those goods to the individual Sales Order you cloned from.


How to create a purchase order for a single sale

From within the sales order, click the drop-down arrow on the Save Changes button and select click Clone to PO.

  1. The clone screen is displayed; ensure that the clone is set to be a new purchase order.
  2. Select the Supplier.
  3. If you want to change the status of the sale at this stage, you can do so. You can also choose the status on which the purchase order is created.
  4. Select whether the delivery address is to be direct to customer or to your chosen warehouse. If you choose direct to customer, this will NOT set the order as drop ship, this must be done with advanced fulfilment.
  5. Click Clone now.

The purchase order will be a copy of the sale, using the supplier's price list and currency. You can then choose to print or email the PO directly from Brightpearl.


How to create purchase orders for multiple sales

  1. Go to Sales > Recent Sales/Quotes .
  2. Use the filters to find the relevant sales orders.
  3. Select the orders using the checkboxes.
  4. In the batch processing area at the top of the list, use the More Actions drop-down menu to select Batch Purchase Orders .
  5. Select which options to use to work out the quantity to order from the supplier.


T3FM2017-7.jpg


Main options

There are two main options. You must choose one of these by selecting one of the circular radio buttons at the top of the pop-up:

  1. Order all items on the selected sales regardless of fulfilment. This will make purchase orders based on your selected sales including ANY item even if it has been allocated, fulfilled (including drop shipped) or shipped. So if there are ten on the sales order, there will be ten on the purchase order.

    Or

  2. Order items needed to fulfil selected sales. This will make purchase orders for items that have NOT been allocated, fulfilled (including drop shipped) or shipped. So if there are ten on the sales order, and three are allocated/fufiled/shipped, there will be seven on the purchase order.


Further options


Exclude items already:

  1. On hand. This will look at items on hand and remove this value from the total of items needed to be ordered (it will not include any allocated items). So if there are ten on a sales order, ten in stock, and five on hand, five will be added to the purchase order.

    Or

  2. In stock. This will look at items in stock and remove this value from the total items needed (it will include items already allocated). So if there are ten on the sales order, and ten in stock, no purchase order will be created.


You can also choose to Exclude items on purchase orders not yet received. This will remove stock from purchase orders not received from the new purchase order total. Ie 10 on a sales order, 5 due in on a Purchase order = 5 on a purchase order.


Combinations

For your convenience, the combinations are: 

Main option: Order all items on the selected sales regardless of fulfilment.
Further option: None.
Result: Same quantity as on the sale regardless of fulfilment. So for example, if there are ten on the Sales order, ten will be on the Purchase order.

Main option: Order all items on the selected sales regardless of fulfilment.
Further option: Exclude items already on hand.
Result: Same quantity as on the sale, less the quantity on hand. So if there are ten on the Sales order, and two are on hand, eight will be on the Purchase order.

Main option: Order all items on the selected sales regardless of fulfilment.
Further option: Exclude items already on hand.
Further option: Exclude items on purchase orders not yet received.
Result: Same quantity as on the sale, less the quantity on hand, and less the quantity already on purchase orders. So for example, if there are ten on the sales order, two are on hand, and 5 are on order already, three will be on the purchase order.

Main option: Order all items on the selected sales regardless of fulfilment.
Further option: Exclude items on purchase orders not yet received.
Result: Same quantity as on the sale, less the quantity already on purchase orders. So if there are ten on the sales order, and five are on order already, five will be on the purchase order.

Main option: Order All items on the selected sales regardless of fulfilment.
Further option: Exclude items already in stock.
Result: Same quantity as on the sale, less the quantity in stock. So for example, if there are ten on the sales order, and two are in stock, eight will be added to the purchase order.

Main option: Order all items on the selected sales regardless of fulfilment.
Further option: Exclude items already in stock.
Further option: Exclude items on purchase orders not yet received.
Result: Same quantity as on the sale, less the quantity in stock, and less quantity already on purchase orders. So if there are ten on the sales order, two in stock, and five on order already, three will be added to the purchase order.

Main option: Order items needed to fulfil selected sales.
Further option: None.
Result: Unallocated inventory. So for example, if there are ten on the sales order, and three are allocated, seven will be added to the purchase order.

Main option: Order items needed to fulfil selected sales.
Further option: Exclude items already on hand.
Result: Unallocated inventory, less quantity on hand. So for example, if there are ten on the sales order, three are allocated, and two are on hand, five will be added to the purchase order.

Main option:
 Order items needed to fulfil selected sales.
Further option: Exclude items already on hand.
Further option: Exclude items on purchase orders not yet received.
Result:
Unallocated inventory, less the quantity on hand, and less the quantity already on purchase orders. So if there are ten on the sales order, three are allocated, two are on hand, and five are on order already, no purchase order will be generated.

Main option: Order items needed to fulfil selected sales.
Further option: Exclude items on purchase orders not yet received.
Result: Unallocated inventory, less the quantity already on Purchase orders. So for example, if there are ten on the sales order, three are allocated, and five are on order already, two will be added to the purchase order.

Main option: Order items needed to fulfil selected sales.
Further option: Exclude items already in stock.
Result: Unallocated inventory, less the quantity in stock. So if there are ten on the sales order, three are allocated, and five are in stock, two will be added to the purchase order.

Main option: Order items needed to fulfil selected sales.
Further option: Exclude items already in stock.
Further option: Exclude items on purchase orders not yet received
Result: Unallocated inventory, less the quantity in stock, and less the quantity already on purchase orders. So for example, if there are ten on the sales order, three are allocated, five are in stock, and five are on order already, no purchase order will be generated.

When creating the Purchase orders, you can choose which supplier to use from the drop down list (for example cheapest supplier/vendor, primary supplier/vendor) and what Status to put the sales orders to, so you know they have been processed and you have ordered stock for them.

Have more questions? Submit a request

0 Comments

Article is closed for comments.