Sales Orders: Create Purchase Order

This screen will allow the user to create a Purchase Order using the Details entered on a Sales Order.

It opens from a button on the Sales Order summary screen: Create Purchase Order.

This function will scan all line items on the order, including package components, and return a list of the items that have a supplier record associated to them.

The user will be presented with a list of items showing:

- Item code and description sourced from the sales order

- Supplier/s associated with the product, filtered by the site (park)

- Quantity copied from the sales order

- Supplier buy price (editable)

- Extended purchase price (calculated)

The user will be able to:

- Select (tick) the required items

- Edit the quantity and buy price

- Enter a required by date for the whole order

- Enter Notes / commentary

The Create Purchase Order button will create the Purchase Order Header and Details based on the selected values.

Screen Title: Create Purchase Order

This is the screen title: Create Purchase Order

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Title	2. CUSTOMER: If the Bill-To is a Company = company Name. If the Bill-To is a Person = First & Last Name, Show as text string. 3a. The purpose is that if an item from the sales order already exists on a purchase order, it should not be ordered for a second time.	1. This screen opens when the CREATE PURCHASE ORDER button on the Sales order summary screen is selected. 2. The following values are copied from the Sales Order Header: - SALES & BOOKING (orhe_opssaleid) - SITE (orhe_SiteID) - CUSTOMER (Bill-To party name as text) 2a: This value is copied from the Sales & Booking record - TYPE (tran_type) 3. The Items list is populated per the rules described in Items List below. 3a. The items list validates against existing Purchase Orders with the same source Order Header ID (and where PO Status is not Cancelled), and filters out items that already exist as Purchase Details.

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Sales & Booking

This is the originating Sales & Booking ID.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. This is the Sales & Booking ID from the originating Sales Order. 2. This is auto-filled when the screen opens	Y		N

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Type

This is the Sales & Booking transaction Type.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. This is the Sales & Booking TYPE taken from the originating S&B record. 2. This is auto-filled when the screen opens	Y		N

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Customer

This is the Customer name, taken from the sales order and shown for information purposes only (it does not pass to the purchase order record).

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. This is the Bill-to party name from the originating Sales Order. 1a. If the Bill-To is a Company = company Name. 1b. If the Bill-To is a Person = First & Last Name. 2. This is auto-filled when the screen opens	Y		N

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Site

This is the Site name, taken from the sales order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. This is the Site Name from the originating Sales Order 2. This is auto-filled when the screen opens	Y		N

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Required By

This is the date by which the supplier should deliver the goods.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Date		1. This field opens blank for user input.	N		Y		blank

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Notes

This is a free-form text field for the user to enter general notes and information.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Multi-line Text		1. This field opens blank for user input.	N		Y

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CREATE PURCHASE ORDER

This is an action button that will create a Purchase Order record from the data entered in this screen.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button		1. When selected, insert Purchase Order Header and Detail records with values per table below. 2. PURCHASE DETAILS: include only where SELECT = Y/active.	N

Create PO Screen	Purchase Order	Conditions
Purchase Order Header
Sales & Booking	Sales & Booking	pass Sales & Booking ID
Type	Booking Type	pass Booking Type: corresponding selection list value
Customer	--
Site	Site	pass Site ID
Required By	Required By	pass corresponding date
Notes	Details	pass corresponding text
--	Purchase Date	Current Date
--	Created By	Logged in user's ID
--	Status	Open
--	Terms	per purchase order rules; company Terms
--	Purchase Order Number	insert next PO reference number
Supplier	Supplier	Company ID If selected lines includes more than 1 vendor, create separate purchase order/s with corresponding item details.
Purchase Details (multiple lines)
Item Code	Item Code	pass item ID
Item Description	Item Description	Include full text string as displayed in this screen
Quantity	Quantity	pass corresponding value
Buy Price	Unit Price	pass corresponding value
Extended	Extended Amount	recalculate per purchase detail rules
--	Extended Tax	recalculate per purchase detail rules
--	Extended Tax Exclusive	recalculate per purchase detail rules
--	Tax	enter per purchase detail rules

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CANCEL button

This is an action button to return the user to the Sales Order Header screen, without committing any record changes to the database.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Button	Subject to all standard CRM rules.	1. When selected, returns the user to the Sales Order summary screen.	N				-

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Screen Block: Purchase Items

This is a screen section with title: Purchase Items

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Items List

This list is auto-populated with items from the Sales Order that have a valid Supplier Price entry.

A Supplier Price is valid if following conditions are met:
1. Item has Supplier Price

2. Current date falls within range of Supplier Price Valid from/to dates.

3. Supplier Price Territory = Sales Order Site (Site_SecTerr) entry; or Supplier Price Territory = Parent Organisation (level 0) in territory hierarchy.

A single line item on the Sales Order might appear more than once in this list, if there are multiple Supplier Price entries.

This list contains the field values described in 12-19 below.

The following values will be editable - preference is for in-line edit capability:
- Select

- Quantity

- Unit Price

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Select

This is an action switch (checkbox?) that the user marks to indicate that the item/row should be added to a Purchase Order.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Toggle	2. Visual Indicator: example diagram shows toggle in a different colour (green) and active rows highlighted. R&D to advise best technical resolution.	1. By default this is inactive (off). 2. When active, visual indicator to show row is selected.	N		Y		off

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Item Code

This is the Item Code

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. Sales Order Detail: display Item Code	Y		N

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Item Description

This is the Item Description, as entered in the Sales Order Details.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text	If Item Summary allows Description to be edited on Sales Order, need to copy exact wording used in Sales Detail to Purchase Detail lines.	1. Sales Order Detail: Item Description 1a. as entered in the Sales Detail line	Y		N

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Supplier

This is the Name of the Supplier (company) from the Supplier Price entry.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
Text		1. Supplier Price: Supplier 1a. Display Supplier (company) Name.	Y		N

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Quantity

This is the Quantity, as entered in the Sales Order Details.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
numeric		1. Sales Order Detail: Quantity 2. User can edit this value. 2a. Negative values are not permitted.	Y		Y

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Buy Price

This is the Unit Price of the Item, from the valid Supplier Price.

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
numeric		1. Supplier Price: Unit Price 2. Edit is allowed for all users if the control on Item Master: Can Edit Price = Y 2a. Edit is allowed for logged-in user if control on User profile: Is Allow Edit Price = Y	Y	currency	Y per rule 2)

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Extended

This is a calculated value: Quantity * Unit Price

Type	Notes	Rules	Compulsory	Format	Edit	Size	Default	Error Message
numeric	Tax rules are not required in this screen; to be applied when the purchase order is created.	1. Calculated value: Quantity * Unit Price 1a.If either Quantity or Buy Price changes, this value is recalculated.	Y	Currency	N

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The contents of Sales Orders: Create Purchase Order

Sales Order: Create PO button