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Creating Sales orders. Generating PO’s and Converting Sales order to PO

1. Creating a sales order for customer:

-Open INVOICES(not inventory) module
-Click the tab for SALES ORDERS
-Create NEW+

-Fill necessary data for Sales order— CONFIRM—SAVE:

-Once saved- system will assign Number to your Sales Order:

Now that your order(s) are complete, next step is to generate the PO’s to be sent to Suppliers.


2. Generating PO’s from Sales Orders:
-Open up SALES ORDER Tab
-Locate correct Sales orders using filters
-Click the checkbox on the far right on Sales Orders list to select ORDERS from which to Create PO’s for
-Once selected—-MORE—–CREATE PURCHASE ORDERS:

-Select OK:

-Open PURCHASES module
-Your new PO’s will be listed under PENDING PURCHASE ORDERS tab:

* At this point PO has been created, but NOT confirmed

-To confirm, open the PO—-Select CONFIRM  in upper right—SAVE:

-You will now see auto-generated Registration NO. For the PO:

 

– Your PO has now been created and confirmed, you can locate it under PURCHASES module by selecting “CONFIRMED PURCHASE ORDERS” tab:

– At this point your Purchase Order is out to supplier but the goods are NOT yet registered into your inventory. When the goods arrive you will locate your Purchase Order and open it back up to finish the process.


 

3. Receiving PO from supplier:

– Goods arrive–Open Purchases Module—you can search the PO by Reg. No, Supplier, time frame, or any other filter fields show:

– once the Purchase order is open, select the “MORE” tab in upper right of screen; from the drop down menu select “Create Purchase Invoice”:

Once selected you will notice the layout converts to Purchase Invoice form. A new Field For NO. Appears, here you will put in the PO # located on Supplier sent document:

-At this point if there are any variances between the amount of goods ordered, originally on the Purchase Order, and what has arrived from the supplier make the changes accordingly. Once complete Select CONFIRM —SAVE in upper right.

 

Original PO:

Updated with variance (still awaiting 5 of line 2 item, and 5 of line 3 item):

-At this point Delivered Items have now been added to Inventory. You can print the document:

-According to example, we are still awaiting delivery of part of original PO (5 3M Dust removers, & 5 1502-tn110C’s)

-Lets assume that a week passes, and the box of 5 3M Dust Removers arrive


4. How to receive partial order against original PO:

-Open up PURCHASES module- locate the original Purchase Order
*  notice that by searching Original PO- it now also brings up the “Purchase Invoice” related (from which partial order was received)

* If multiple partial orders are received, all of which will be displayed when searching original PO:

– To receive the partial order against the PO- select MORE—CREATE PURCHASE INVOICE

– New PURCHASE INVOICE opens- you will notice that this time ONLY undelivered items (that were not yet received from Original PO document) are displayed to be received:

-You can now again edit what to be received, for our example lets say that only the “3M Dust remover” arrived, (Line 1 items still in transit)

 

*with change

 

-Once complete—CONFIRM—SAVE —BACK

-You will see that this Original PURCHASE ORDER (NO.28) has listed on the far right of line all PURCHASE INVOICE documents related to it for reference
*This can be re-opened by clicking the  > symbol next to it:

If another Partial order is received against this PO- follow the same process to receive it against the original:

-You will notice that each time a new PURCHASE INVOICE is created, it will display ONLY items that were not yet received:

* Once all partial orders have been received, and PO is now fulfilled in full, you can see the Original and all PURCHASE INVOICE (receiving documents) associated to it by searching the Original PO:

 


 

5. Converting customer SALES ORDER to INVOICE:

open INVOICES—SALES ORDERS to locate Orders to be converted:

-Once located—select MORE—-CREATE INVOICE from the drop down:

– New INVOICE-WAYBILL form displays–CONFIRM—SAVE:

Invoice for customer now successfully created

-Last step is to associate payment with this invoice:


 

6. Applying Payment to INVOICE:
On the INVOICE—Scroll down to bottom of Screen
-click PAYMENTS tab
-select a payment type—-+ to open new payment form:

Fill PAYMENT form—SAVE to finalize:

* Payment is now applied- you can email/ print receipt for customer.

Notice that SALES ORDER now has associated INVOICE listed on the line: