Creating a Purchase Order

There are several ways in which you can create a purchase order in FinancialForce Supply Chain Management.

You can create a purchase order from:

You can also use the auto place PO custom setting to automatically create a purchase order from a requisition once the requisition has been approved.

Create a Purchase Order from the Home Page

To create a purchase order from the purchase order home page:

  1. Click New.
  2. Select the type of purchase order you are creating. See Purchase Order Type.
  3. Click Continue.
  4. Enter the supplier site from which the items are to be purchased.
  5. Depending on the type of purchase order, enter the drop ship address or ship to warehouse.
  6. Complete the remaining fields as required. See Purchase Order Fields.
  7. Click Save.
  8. Add a line to the purchase order for each item to be purchased:
    1. Click New Purchase Order Line Item in the purchase order line items related list.
    2. Select the type of purchase order line that you are creating.
    3. Click Continue.

    4. Enter item, description or service:

      Select the item to be procured from the drop-down list.

      Enter a description in the description text box.

      Enter a service in the service text box.

    1. Enter the quantity of the item that you want in the quantity field.
    2. Enter the cost of one item in the unit cost field.
    3. [Optional on description line type] Enter the date the supplier has committed to.
    4. [Optional on description line type] Enter the current promise date from the supplier.
    5. Complete the remaining fields.
    6. Click Save.
    7. Repeat these steps until you have created the purchase order lines you want.
    Note: If you track inbound and outbound serial numbers or use serial number control for an item, you may encounter Salesforce governor limits if you create a receipt for a purchase order line that has a purchase quantity of more than six digits. If your purchase quantity exceeds six digits for a line item, create multiple purchase order lines to avoid an error message when you create the purchase order receipt.
    Note: We recommend that you do not add the currency picklist to the line item layout in a multiple currency org because it has no function on the line item layout. If you add the currency picklist field to the line item layout and attempt to select a line level currency from the picklist that is different to the header currency, the line item currency will automatically reset to the header currency when you save the line item.

Depending on the approval process that your organization uses, click Submit for Approval when the purchase order is ready for approval.

Cancel a Purchase Order Line

To cancel a purchase order line:

  1. Click Del on the purchase order line you want to cancel.
  2. Click OK.

Create a Purchase Order from a Sales Order

To create a purchase order from a sales order:

Tip: Before starting, ensure that your org has defined a default warehouse or that you manually assign one to the sales order.
  1. In the Sales Order Actions component, click Create and Edit Purchase Orders.
  2. Select the sales order lines you want to create a purchase order from.
  3. Select the supplier you want to assign to each line.
  4. Click Next. This action automatically updates the supplier field in the sales order lines you selected.
  5. Enter instructions to the supplier in the text box. If you selected multiple suppliers you can add instructions to each supplier separately.
  6. Click Create to complete the process.
Notes:
  • This process groups the selected sales order lines according to the line type and supplier to create both drop ship purchase orders and internal purchase orders at the same time.
  • If after creating a new purchase order it is not automatically displayed on the Purchase Orders related list, refresh the page from your browser or click on the related list.

To create a purchase order from a sales order:

  1. Click the Sales Orders tab.
  2. Select the sales order you want to create a purchase order from.
  3. Click Create and Edit PO.
  4. Enter instructions to the supplier in the text box.
  5. Select the sales order lines you want to appear on the purchase order.
  6. Click Create Purchase Order.
Note: You must manually assign a default purchase order line record type to all standard user profiles involved in the creation of purchase orders from sales orders. Otherwise you will get an error when creating purchase order lines because of the Record Type field being empty.

Create a Purchase Order from a Service Contract

To create a purchase order from a service contract:

  1. Click the Service Contracts tab.
  2. Select the service contract you want to create a purchase order from.
  3. Click Create PO.

Create and Edit Purchase Order from a Service Contract

To create and edit a purchase order from a service contract:

  1. Click the Service Contracts tab.
  2. Select the service contract you want to create a purchase order from.
  3. Click Create and Edit PO.

Converting a Requisition to a Purchase Order

When ready to do so, you can convert a requisition to a purchase order:

  1. Depending on the type of requisition and type of requisition lines, enter a Ship to Warehouse or Drop Ship Address for the requisition. If required, enter the Ship to Warehouse or Drop Ship Address for each requisition line. The warehouse you specify must be active.
    Note: Note Notepad icon
    You must enter a Ship to Warehouse or Drop Ship Address for each requisition line item if you do not enter a value on the requisition.
  2. If you have not already done so, enter a buyer for the whole requisition. If required, enter the buyer for each requisition line.
  3. Complete the remaining field for the requisition and requisition line items as required. See Requisition Fields.
  4. Ensure that the requisition has been submitted to the requisition approval process in your organization and approved.
  5. Click Create PO

Depending on the approval process that your organization uses, click Submit for Approval when the purchase order is ready for approval.

Create a Purchase Order from an Existing Purchase Order

You can create a purchase order by cloning an existing purchase order.

To create a purchase order from an existing purchase order:

  1. Open the purchase order you want to clone.
  2. Click PO Clone.
  3. Edit the new purchase order as required.

Create a Purchase Order from a Purchase Contract

For information about how to create purchase orders from a purchase contract, see Creating a Purchase Order from a Purchase Contract.