Hard Links Vs. Soft Links
| Document Version | v.2 |
|---|---|
| Document Last Updated | 10/17/2023 |
| Software Version Documented | v.9.9.2 |
Task/Problem Overview
This document will cover the differences between Hard Links and Soft Links.
Hard Links
A Hard Link is a PO that is created at the order level to fulfill the demand for that order specifically once the items have been received. The benefit of this method of purchasing is that items on a linked RFQ/PO will be allocated exclusively to the order in which they are linked to regardless if there are multiple backorders for the same item.
How to Create a Hard Link PO
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Create a quote as is described in the sales management process document
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Convert to an order
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Click links tab -> Create RFQ/PO
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You will be prompted to choose RFQ/PO generation options -> Click OK
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An RFQ will spawn off from the sales order
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Vendor name & items to be ordered will automatically be added to the RFQ
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Once saved, the linked order will appear in the links tab in the RFQ & the linked RFQ/PO will appear in the links tab in the Order.
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Hard Links tab on the PO
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Hard Links tab on the Order
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- When the PO is created this way, it is already converted to a PO.
Other scenarios that create a Hard Link on a sales order:
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Using the PO NOW checkbox on a quote/order
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Setting the DIRECT flag in the header or on the line item level sales order.
Soft Links
A Soft Link will appear at the order level if there are any current PO’s that have NOT been received yet, that could potentially be used to fulfill the demand of the order.
NOTE: It is NOT guaranteed that the PO listed as a soft link will be used to fulfill your backorder. The Soft Link display is simply an order view of the ‘Process Backorders’ or ‘Hold for Backorders’ screen within the Warehouse Manager.
- Soft links can be seen on the Links > Soft Links tab on the PO and Order once the PO is converted.
Understanding Soft Links
As mentioned in the above section the Soft Link display uses the same functionality as the ‘Process Backorders’ screen in the Warehouse Manager and the ‘Hold for Backorders’ screens during receiving. 
So once a PO is received, the system will take a look to see if there are any open orders that can be fulfilled by what has just been received from the oldest to newest.
For Example:
PO#12345 has been placed with a qty of 20 for item# Q120, in the meantime, three sales orders were placed for the same item.
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Order1 placed on 1/19 for qty 20 of Q120
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Order2 placed on 1/20 for qty 20 of Q120
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Order3 placed on 1/22 for qty 20 of Q120
As each sales order above has been converted a Soft Link with PO#12345, will appear as the potential PO that could fulfill this order once received.
Now we received PO#12345 and ran ‘Process Backorders’ the only order that would appear will be Order1 because it is the oldest and the rest of the orders will remain on backorder until there is enough on-hand to fulfill all open orders.
If you are receiving a PO and choose an order in the Hold For Backorder screen, the soft link between the order and PO will be permanent (but it will remain a soft link).