Linked Purchase Orders

Overview

In some scenarios, you may want to generate a PO that is linked directly to a sales order. Perhaps there is a special order item that needs to be purchased ASAP, or the salesperson knows they need to fulfill a backorder for a given sales order and has the authority to put it in an order to the vendor at the time of order entry. 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.

Creating a Linked RFQ/PO

• Enter a sales order as is described in the sales management process document

• Convert

  

• Click links tab -> Create RFQ/PO

  

• You will be prompted to choose RFQ/PO generation options -> Click OK

  

• An RFQ will spawn off from the sales order

• Vendor name & items to be ordered will automatically be added to the RFQ

• 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.

  

• Add vendor contact, double-check the proper items are included in the RFQ

• Either e-mail the RFQ to the vendor for current pricing or convert the Purchase Order

If you don’t have purchasing authority but you need a linked PO on order

• Use the Send To function to send the RFQ/PO to the purchasing department

  

• Choose internal contact, add a message and click OK

  

• The RFQ will now appear in the purchasing agent’s in-basket and/or e-mail inbox

PO NOW FLAG:

There is an item level checkbox called PO Now that can be used to signal the software to create linked POs for just the line items with the PO Now checkbox flagged

If there are line items flagged as PO Now on the order, the user will be prompted to create the relevant RFQ/PO for each line item.

Go through the process explained earlier in this document to convert the PO.

As Purchasing Agent

From The In-Basket

• If you received an RFQ to complete from one of the sales personnel via in-basket, double click the RFQ in the in-basket and follow the process explained earlier in this article to convert to a PO

  

From Open Screen

• Find the RFQ in the Open search utility and follow the process described above in “Create a Stand-Alone PO” section to convert the PO

  

Direct/Drop-Shipped PO

The process of creating a direct PO always originates with a sales order. In other words, there must be a sales order in the system marked as direct in the software in order to create a direct PO. Once you generate said sales order, you can generate the direct PO in two separate ways described below.

Via Sales Order - Generate Linked RFQ/PO

• Set the Direct flag in the sales order header and convert the order

  

• Generate Linked RFQ/PO as described in the section above (Links -> Generate Linked RFQ/PO)

• A direct RFQ/PO will be generated and linked back to the sales order

  

• Ensure the proper Ship To address is set in the Ship-To tab

  

• Convert

  

• You will now wait to “receive the material” in the system to make the order invoiceable and the PO payable upon receipt of the vendor invoice as is described in the AR/AP process documents.

Via Critical Purchasing

• If you handle all of your purchasing through the critical purchasing module you will be able to filter and generate direct PO’s based on the direct flag set at the sales order level

• Purchasing -> Create Critical Purchase Order

  

• Filter on Direct Orders & Line Item Directs -> Search

  

• A list of direct sales orders that need direct POs generated will be displayed

  

• At this point, based on the order numbers or manufacturers that you check you will be able to generate the direct POs which will then be linked directly to the corresponding sales order.