Visma.net ERP
About links between sales orders and purchase orders
If your company sells items that are purchased only when sales orders for these items exist, each sales order may result in multiple purchase orders for different suppliers, and each purchase order may include items from multiple sales orders.
These factors make it difficult to track the fulfillment of sales orders.
In Visma.net ERP, if the Sales order to purchase order link functionality is enabled in the Aktivera/inaktivera funktioner (CS100000) window, you can easily link sales orders to existing purchase orders and receipts, to enable the tracking of sales order fulfillment.
The system uses these links to allocate the items listed on purchase receipts for specific sales orders and to automate the creation of transfer orders, if needed.
This functionality can be very helpful if you have multiple warehouses and perform purchasing only to particular larger warehouses (distribution centres). The system will generate the required transfers between warehouses, and you can easily track where the particular sales order is in the fulfillment process.
This topic describes the general ways of specifying links between sales orders and purchase orders, and between purchase receipts and sales orders.
Linking sales orders to purchase orders
If you need to promptly fulfill a sales order line for which the quantity of the item is insufficient, or if the sales order includes an item that is purchased only for specific sales orders, you can mark the applicable lines for purchasing; that is, select the check box in the Mark for purchase order column. Also, after you have shipped the available quantity of an item, you may need to order the remaining quantity that was unavailable at the time of shipping; in this case, you also can select the Mark for purchase order check box for the line.
You can include a sales order line that requires purchasing in a purchase order in one of the following ways:
- By using the Sales orders (SO301000) window:
Select the sales order line, and then click Create purchase order in the Actions menu in the toolbar. - By using the Create purchase orders (PO505000) window:
Select multiple lines of different sales orders to create multiple purchase orders for these sales orders.
The system consolidates the item quantities and group the items by supplier as needed.
You also can link the line of a sales order that has the Mark for purchase order check box selected to an existing purchase order that has not been released yet.
For example: If you have created a new order that lists the same items as the existing purchase order, you can link this sales order to the existing purchase order as follows:
Open the sales order in the Sales orders (SO301000) window, click Purchase order link in the table toolbar, and select the existing purchase order in the list.
Linking purchase receipts to sales orders
Purchase orders are generated and emailed to suppliers.
The items ordered in a sales order may be received to warehouses other than the warehouse specified on the sales order.
If the users properly specify links between the purchase receipts and purchase orders, Visma.net ERP enables tracking of sales order fulfillment, reserves the received items for sales orders, and automates transfers of the items, if needed.
To make it possible to track items from receipts to original sales orders, you need to link each receipt to the corresponding purchase order in one of the following ways:
- Open the purchase order in the Purchase orders (PO301000) window, and create a receipt for it by selecting Enter purchase order receipt from the Actions menu on the toolbar.
- Create a receipt in the Purchase receipts (PO302000) window, and link all the related purchase orders to this new receipt by clicking Add purchase order or Add purchase order line on the table toolbar.
To view the original sales orders linked to the purchase receipt, for each receipt line, click View demand in the Purchase receipts (PO302000) window.
A dialog box opens that displays the list of sales orders that are linked to the purchase orders on which this receipt is based.
After a receipt is properly linked to all the related purchase orders, you will be able to track the stage of fulfillment for each line of the original sales order by clicking Allocations in the Sales orders (SO301000) window.
In the Allocations dialog box that opens, you can view an allocation that the system automatically performs to reserve the line item quantity required for the sale order on the purchase receipt.
In the Allocations dialog box, you can also view the reference numbers of the related documents in the Related documents column: the purchase order and the receipt.
(You can click any reference number of a related document to view the document.)
On release of the receipt, the quantities of items required for the sales orders are deducted from the item quantities available for shipping.
If items are received to a warehouse other than the warehouse specified on the sales order, the system will generate a transfer request, which you can use to create a transfer order by using the Sales orders (SO301000) window for a single transfer order, or in the Skapa överföringsordrar (SO509000) window for multiple transfer orders.
For details, see: Create a transfer order and Process multiple transfer orders.
