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.

Creating a Purchase Order from the Purchase Orders Tab

To create a purchase order from the Purchase Orders tab:

  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.
    Note: You cannot use inactive supplier sites or supplier sites which have been placed in temporary hold.
  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 in Classic Edition or in Lightning Experience.
    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.

Canceling a Purchase Order Line

To cancel a purchase order line:

  1. Click Del on the purchase order line you want to cancel in Classic Edition or in Lightning Experience.
  2. Click OK.

Creating 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.
    Note: You cannot use inactive supplier sites or supplier sites which have been placed in temporary hold.
  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.

Creating 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.

Creating and Editing a 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.

Creating a Purchase Order from a Requisition or from Requisition Lines

You can create purchase orders from requisitions using the Create PO action on the requisition detail page or Create Purchase Order from the Requisition Lightning page. You can also create purchase orders from requisition lines using the Create Purchase Order action on the Requisition Line Items list view.

To create a purchase order from a requisition:

  1. Click the Requisitions tab.
  2. Select the requisition you want to create a purchase order from.
  3. Click Create PO in Classic Edition or Create Purchase Order in Lightning Experience.

When using the Create PO/Create Purchase Order action on a requisition, a new purchase order is created based on the requisition’s details. A line is added to the new purchase order for each requisition line on the source requisition.

To create a purchase order from requisition lines:

  1. Click the Requisition Line Items tab.
  2. Select the requisition line items you want to use to create the purchase order.
  3. Click Create Purchase Order.

When creating purchase orders from requisition lines, the selected requisition lines are transformed into purchase order lines and included in a new purchase order.

Creating 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 in Classic Edition or Clone in Lightning Experience.
  3. Edit the new purchase order as required.

Creating 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.