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Create Menu - Sales Orders - Purchase Order

This page describes the 'Purchase Order' function on the Create menus in the Sales Order browse and record windows. If you are using iOS or Android, the 'Purchase Order' function is on the + menu.

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The 'Purchase Order' function allows you to create "back-to-back" Purchase Orders from a Sales Order or Sales Orders. Usually a back-to-back Purchase Order will contain the same Items and quantities as the Sales Order from which it was created. So, when calculating the quantities to be ordered, the function will not take any stock that you may already have into account.
You can create "back-to-back" Purchase Orders using the following methods:

  • Highlight one or more Sales Orders in the 'Orders: Browse' window and then select 'Purchase Order' from the Create (Windows/Mac OS X) or + (iOS/Android) menu. If you are using iOS or Android, you can only highlight a single Order at a time, by searching for it, so you can only create Purchase Orders from a single Sales Order at a time.

  • Open a Sales Order in a record window and select 'Purchase Order' from the Create or + menu.

  • Run the 'Create Purchase Orders' Maintenance function in the Sales Orders module.
In all three cases, Purchase Orders will be created in the same way. Please refer to the description of the 'Create Purchase Orders' Maintenance function here for full details.

If you use the Maintenance function, you will be able to use the 'Specify Create Purchase Orders' window to influence how the function will operate. If you use the 'Purchase Orders' function on the Create or + menu, the 'Specify Create Purchase Orders' window won't open and Purchase Orders will be created immediately, as follows:

  • The Per Sales Order option in the Maintenance function will be used so, if there is more than one Sales Order for the same Item, the function will create separate Purchase Orders.

  • The Sales Order Quantity option in the Maintenance function will be used, so the quantities in the new Purchase Orders will not take stock levels, minimum stock levels and existing outstanding Sales and Purchase Orders into account.

  • Cost Prices will be taken from Default Purchase Items. In the case of an Item that does not have a related Default Purchase Item and if you have specified a Default Supplier, the Cost Price will be taken from flip C of the relevant Sales Order row.

  • The Customer's Del Address on Purchase Order option will not be used.
If this behaviour does not suit your requirements, use the 'Create Purchase Orders' Maintenance function instead.

You can use Access Groups to prevent certain users from creating Purchase Orders from Orders. To do this, deny them access to the 'Purchase Order from Order' Action. This Action does not apply to the 'Create Purchase Orders' Maintenance function but, as with all Maintenance functions, you can explicitly deny access to the function as well.


The Sales Order register in Standard ERP: