How Do I Generate a Purchase Order For a Special Order Item On a Sales Order In POS?

To generate the purchase order (PO) for a special order item on a sales order in POS, start with the list view of sales orders by clicking on the Sales Order button in the POS toolbar.

This article is part of a related series of articles covering adding a new sales order with a special order item, generating a purchase order for that item and emailing it to the vendor, receiving the special order item into inventory, and recording the sale or shipment.

From the list view, click Generate PO on the I Want To… menu. Note that the buttons visible on the toolbar are configurable, so you may need to modify your toolbar to see the Receive Items button.

In the Generate PO window, enter either Doc Qty (i. e., a portion of the quantity required for this sales order in the event you want to order a partial quantity of an item) or click Select All to order the full quantity of all items required to fill this sales order. Enter any Customer Order Instructions and click Continue.

You’ll be given the opportunity to see a list of the PO’s created, print them, or email them directly to vendors. In our example article, we opted not to enter the Order Cost when adding the special order item to a new sales order. This is a common occurrence in a retail setting, where the Order Cost may not be readily available when entering a customer’s order. It also may be more appropriate to review product costs after hours or without delaying the customer. If an accurate Order Cost wasn’t entered when the special order item was created, do not email the PO at this point – it doesn’t contain accurate cost information. Instead, deselect this option and revise the purchase order.

To edit the PO, double click on it in the list of outstanding PO’s. Enter an accurate Order Cost (also displayed simply as Cost) for this item, along with any other required changes, and click Close. With the correct costs, we’re now in a position to transmit this PO to the vendor. From the PO list, select the PO and click the E-mail button. POS will invoke your default email client with the PO attached in PDF format, and you’ll have a chance to add to the default message.

We’ve now placed our customer’s special order with the vendor. Once the special order item has been delivered to us or directly to the customer, we’ll need to receive it into inventory and record the sale to the customer upon delivery.

When processing PO’s from POS, you can generate multiple PO’s for a single customer order. POS reduces the Due quantity on the sales order by the quantity already delivered. The PO number that POS generates combine an order type prefix (such as SO for Sales Order), the order number, and a counter for that that order type and order number. In our example, the PO we generated was the first PO (the counter) for Sales Order (the order type) number 1 (the order number), so the PO # was SO11. While reviewing a customer’s sales order, you can view the PO’s for that sales order by clicking on View POs from the I Want To… menu.

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