Convert Purchase Order from Sales Order

Purpose: To create a new purchase order from an existing sales order to be sent to a vendor.

There are two (2) methods for converting a purchase order from an existing sales order.

1. From a new purchase order:

[link]For more information on creating a new purchase order.

NOTE: If the sales order from which lines will be converted was previously converted from a sales quote and RFQs were also converted from that sales quote for purposes of pricing, then the vendor (or one of the vendors) who was identified as the preferred vendor for this order should be selected in the process for creating the new purchase order.

1. In edit mode , left-click the Optn (Option) button and a menu will appear.
   
   
2. Left-click 7. Convert From SO and the Sales Order search window will appear.
   
   
3. The sales order from which lines will be converted may be selected by double-clicking the applicable record or by highlighting the applicable record and left-clicking the OK button. The [Source] Sales Order Lines Conversion window will appear.
   
   
4. Each line to be converted from the sales order must be selected by double-clicking. The Sales Order Line window will appear.
   
   
   NOTE: All required fields are populated with data; however, the values may need to adjusted.
1. Vend P/N - Enter the vendor part number , if applicable.
2. Buy and UM (unit of measure ) - Verify, or adjust, the quantity (and associated unit of measure) of the part number to be purchased.
3. Cond (condition(adj) in Pentagon, a mandatory characteristic assigned to every item in inventory that describes the item's status in terms of fit, function, and/or history.) - Verify, or adjust, the requested condition of the part number to be purchased.
4. Line Type - Verify, or adjust, the line type associated with the part number to be purchased.
5. Cost - Verify, or adjust, the cost of the part number to be purchased.
   
   NOTE: Left-clicking the Vendor Bids button will cause the Vendors Bids window to appear:
   
   
   NOTE: Information about all RFQs converted from the sales quote for the selected part number will be visible. The record used for pricing in the sales quote will be highlighted in RED.
6. Ship On - Verify, or adjust, the date on which the vendor is requested to ship the part number to be purchased.
7. Due On - Verify, or adjust, the date on which the vendor is requested to deliver the part to be purchased.
5. Left-click the OK button on the Sales Order Line window tool bar. This will cause the line on the [Source] Sales Order Lines Conversion window to be selected and highlighted in BLUE.
   
   
   NOTE: The value in the Q. Buy column for the most recently selected will be updated with the quantity input on the Sales Order Line window.
   
   If any quantity has been previously converted from the sales order, that quantity will appear in the Converted column.
6. After all required lines have been selected, left-click the OK button to convert the selected lines into the existing document. After the lines have been converted, the document status of the purchase order will change to Open and the line status of all lines will be Open (O).
   
   NOTE: The line status of all converted lines on the sales order will change to Purchased (P).
7. After the purchase order is printed (link pending), the document status of the purchase order will remain as Open and the line status of all lines will remain as Open (O).

2. From an existing sales order:

1. Left-click the Optn (Option) button and a menu will appear.
   
2. Left-click K. Auto PO By Recommended Vendor and the Automatic Purchase Order Creation for Sales Order window will appear.
   
   
1. Open Sales Order Lines - Displays a grid of all lines from the sales order.
2. PO to Vendors - Displays the account numbers of all vendors for which purchase orders will be created.
3. Lines To Be Purchased - Identifies from which vendor each line will be purchased and the price at which they are expected to be purchased.
   
   NOTE: The vendor to which each line will be converted is selected using the following logic:
1. the vendor which was selected for pricing purposes on the sales quote (if present), THEN
2. the recommended vendor identified on the Costs tab of the parts master file.

The unit price for each line will be populated using the following logic:

1. If the vendor was selected for pricing purposes on the sales quote, then the unit price reflected will be the price the vendor submitted in response to the RFQ converted from the sales quote.

2. If the vendor was selected as a recommended vendor from the parts master file, then the unit price reflected will be the price:

1. the vendor submitted in response the most recent RFQ issued to that vendor (if present), THEN

2. the price identified in the Recommended Vendor/Auto Purchasing group box on the Costs tab of the parts master file.

4. RFQs Converted From Quotes (by sales order line) - Displays a grid of all RFQs converted from the sales quote from which the sales order was converted for the part number on the selected sales order line (in the Open Sales Order Lines group box).
   
   NOTE: This group box will have no grid lines if the sales order was not converted from a sales quote.

5. RFQs Converted From This SO (by sales order line) - Displays a grid of all RFQs converted from the sales order for the part number on the selected sales order line (in the Open Sales Order Lines group box).
   
   NOTE: This group box will have no grid lines if RFQs were not converted from the sales order.

6. Current Purchase Orders (by sales order line) - Displays a grid of all purchase orders that were converted from the sales order for the part number on the selected sales order line (in the Open Sales Order Lines group box).
   
   NOTE: This group box will have grid lines only if a partial quantity was previously converted from the sales order and there is currently an available quantity to purchase.

7. Stock Info (by sales order line) - Displays recommended vendor and stock information for the part number on the selected sales order line (in the Open Sales Order Lines group box).

3. Left-click the OK button on the Automatic Purchase Order Creation for Sales Order window tool bar. A new purchase order will be created for each vendor (listed in the PO to Vendors group box) and the lines (listed in the Lines To Be Purchased group box) will be added to the purchase orders as identified.