Marking Sales Orders for Purchase

The decision as to whether to buy an item to meet a sales order or not can be determined either at sales order entry time, or at some later time once orders have been entered and reports printed. The decision process must be clear, and could involve Datafile routines, such as ProFiler options, if you want some automatic marking procedure.

During Sales Order Entry you will be prompted for:

Purchase Order?

Reply Y to mark this sales order detail for purchase via the Back-to-Back process, or leave at N otherwise. Note, however, that if this sales order is a credit, then you cannot mark the Purchase? flag for obvious reasons.

Depending on the complexity of your requirements, there may be a number of other data items to enter if your purchasing process is to work effectively. You may want to configure these additional prompts to appear on one of the selective order detail screens – to appear when the purchase flag is set – so that operators do not have to process inputs that do not apply.

Supplier

This is updated from the default supplier on the stock file. Accept or amend as required.

P/Order Qty

This is quantity to be purchased. The default is taken from the stock Ideal Buy Quantity (sometimes known as the re-order quantity) field, if present, unless this item is zero. In this case it is the sales order quantity which is used as the order quantity.

Cost Price

This is the cost price to be used on the purchase order and also will be used as the cost-of-sale on the sales order (and as such is the standard unit-cost recorded on the sales order). It is updated from the cost price field on the stock file automatically.

Generate Purchase Orders

On exit from sales order header – always if header link in use, optionally if detail link is used – the operator can be prompted to create the purchase order now for the supplier.You may not want to do this if you wish to group orders for one supplier from several sales orders.